Chapter 4 shows you how to create a psychoeducational report with ReportWriter. The chapter outlines the start-up process, how MAC users create a Work menu, how to gain access to report forms, report prompt copies and form letters, and how to use the test templates to report test results. The specific questions addressed in this chapter include:
1. Which computing and word processing skills do users need to have before using ReportWriter?
2. What materials do users need?
4. How do MAC users create a Work menu?
5. How do users select a Report Form?
6. How do users select Assessment Questions?
7. How do users employ the Prompt Copies?
8. How should users employ the Test Templates?
9. How should users employ the Form Letters?
10. How should users employ the Recommendation Handouts?
11. How do users obtain a final printed draft?
1. Which computing and word processing skills do users need to have before using ReportWriter?
Before using ReportWriter, users should be conversant with Microsoft Word.
We assume that users have basic skills in the use of Word software and do not require explanation of basic functions in Word. ReportWriter, however, utilizes some of the more advanced features found in Microsoft Word, including how to use Windowing techniques (e.g., how to display two documents simultaneously), how to use and modify a Work menu (MAC users), the spelling and grammar checker, and page previewing. These are explained in this chapter.
2. What materials do users need?
a. Mac OS or Windows system.
b. Backup disk or zip drive to store completed reports.
c. Printer
d. This ReportWriter Guide
e. Your assessment notes, protocols, etc.
To start ReportWriter, do the following:
a. Copy ReportWriter disk onto your hard drive or download it from web site.
b. PC users access the ReportWriter documents through the appropriate folders. Mac users access ReportWriter documents through the appropriate folders or the Work menu, a feature unique to the Macintosh system.
4. How do MAC users create a Work menu?
The work menu allows for quick and ongoing access to frequently used documents. Macintosh users may find this method to be efficient, but may also use the procedure outlined for the PC. To create a Work menu, complete the following steps:
a. Open the Report Forms folder and select the CompPsyRepForm file.
b. Choose Work from the menu bar and click Add.
c. Repeat this procedure for each of the files in the Report Forms folder, Prompt Copies folder, and Form Letters folder.
5. How do users select a Report Form?
a. Under the Report Forms folder or Work Menu, choose the appropriate Report Form [Complete Psychoeducational Assessment (CompPsyRepForm), or Gifted Screening Assessment (GiftedScreening)].
b. Choose Save As from the File menu. The name of your report should reflect the clientís name (e.g. Smith John). It is important to note that the files will be listed alphabetically and that saving the clientís file with the last name first will facilitate retrieval. In addition, it is important to remember to save your report often (i.e. every ten minutes).
c. Fill in the appropriate Demographic Information, Reason for Referral, and Background Information. If you require suggestions regarding the content under the Background Information heading, review the content prompts in the prompt copy of the report (see below).
d. Review the Assessment Questions and select those appropriate for your client.
6. How do users select Assessment Questions?
a. Review the Assessment Questions in the Report Form. Delete those questions
not required.
b. If you need to utilize prompts to help you write your discussion of the question, do not renumber the questions yet. You will need to know the number in order to find the corresponding question on the prompt copy.
c. If you do not require content prompts, renumber your questions at this point. To renumber your questions, highlight the list of assessment questions and select Bullets and Numbering from the Format menu. Click on the Numbered tab and select Format. Click Okay. You may have to manually renumber the two digit numbers. Do not alter the "Client's name" or "Parents' names" text in the questions. These items will be changed when you have finished your report.
Note for All Users: You are now prepared to write your discussion under each question. If you do not require content prompts or test template inserts in your discussion of the assessment questions, proceed in your accustomed manner of writing. When you have finished your discussion of the assessment questions write your conclusion and consult the sections dealing with the Test Templates, Form Letters, Recommendations Glossary, Final Editing, Page Previewing and Printing. If you require content prompts, consult the next section.
7. How should users employ the Prompt Copies?
Prompt Copies provide the report writer with prompts to help in writing the text under each question.
a. Choose the appropriate Prompt Copy form the Prompt Copies folder or Work menu (CompletePromptCopy or GiftedPromptCopy). Once selected,it will open in a full-size window, obscuring your report form window.
b. Select Arrange All from the Window menu. The program will reduce the size of the window. This will allow users to see the contents of both the report form and prompt copy windows simultaneously.
c. Scroll through the prompt copy to find the question containing the prompts you require. Review the content suggestions.
d. When you are ready to write your discussion of the question, click anywhere
on the report form to reactivate that window.
e. If you want to change the size of either window, you can overcome the automatic sizing offered by Word by dragging the size box in the lower right corner of each window.
Note for All Users: If you want to work on several documents at once but do not necessarily need to see the contents of more than one document at a time, you can access the inactive document through the Window menu, where all the names of the open windows are visible. The check mark indicates what window is active. You can make any window active by pulling down the menu and selecting a window.
8. How should users employ the Test Templates?
In order to discuss some of the assessment questions, you will probably need to report test performance results. The Test Glossary provides templates and tables for reporting results of commonly administered tests.
To insert a particular entry, do the following:
a. Click an insertion point under the question heading where you require a particular test template.
b. Choose Insert from the menu bar. Open the AutoText menu and click on Normal.
c. Click on the desired test name.
d. Word closes the AutoText menu and inserts the indicated test template into your report.
e. Fill in the appropriate scores and information.
Note for All Users: Test templates can also be found in the Test Templates folder.
9. How should users employ the Form Letters?
The Form Letter Templates folder consists of a selection of Form Letters for sending reports to parents, teachers, and other professionals. The specific information pertinent to the client would be filled in by the author of the report.
To access a Form Letter, do the following:
a. Choose the appropriate letter from the Form Letters folder or Work menu.
b. Save the form letter under a new name (e.g. SmithJohnParLet).
10. How should users employ the Recommendation Handouts?
The Recommendation Handouts can be found in the Recommendation Handouts folder. It describes commonly used approaches to remediating reading, written language and mathematics problems, teaching learning strategies, and treating behaviour, social and emotional problems in the classroom. Users of the Recommendation Handouts should recommend the approach in the body of the report and indicate that a handout is attached. To access a Recommendation Handout, do the following:
a. Choose the appropriate remediation strategy from the Recommendation Handouts folder or Work menu.
b. Save the recommendation handout under a new name (e.g. SmithJohnRec1).
11. How should users obtain a final printed draft?
To obtain a final printed draft, do the following:
a. Check the report for spelling errors. Unless you have excellent writing skills, grammar check as well.
d. Use the Find and Replace function and change "Client's name" to the actual first name of the client. Repeat this procedure to change "Parent's name", he/she, him/her, and his/her entries as well.
e. Proofread and edit the report.
d. Preview the report.
e. Print the document.
f. Save the final copy of the report onto a floppy disk.
g. Remove the report from the hard drive. To ensure confidentiality store the floppy disk in a locked cabinet.