Effective use of Technology
for School Psychologist
Demystifying Google Drive
Leticia Zadrozny Zelaya, M.A., Ed.S, LEP #4090
—Benjamin Franklin
• M.A. in Educational and Counseling
Psychology and Ed.S. in School Psychology
from the University of the Pacific.
• Over 10 years as a practicing school psych,
NCSP and LEP.
• Specialized in bilingual assessments and
organizational strategies
“For every minute spent organizing,
an hour is earned.”
Agenda
● Emails
● Learning how to create or organize emails with folders.
● Creating rules to automatically sort emails from specific people or schools.
● Creating email templates: including getting input from teachers/staff or background information from
parents/guardians.
● Learn how to schedule sending emails at a later time (reminders to send out APs)
● Creating tasks based on emails and sending them to your calendar
● Google Drive: how to create folders and share information. Create resource folders to share with colleges.
● Docs: Create agenda templates and share with IEP team. Notes template for IEPs that are automatically
saved. Collaborate with IEP team members to create the notes
● Sheets: Caseload organization. Data collection, formulas to calucate age, dates. Class observations,
Benchmark data collection.
● Forms: Parent and teacher questionnaires. Track parent staff communication logs. Turn forms into Docs
● Slides: Virtual Office Space. Slides for group presentations. Pear decks.
● Report Writing and IEP Meetings
● How to have one report template and use Replace to keep track of correct name and pronouns.
● NAME, He/She, he/she, His/Her, his/her,
● How to save word documents to PDF so your work is not changed.
● Using visuals based on spreadsheets.
Email!
Create Folders/ Labels
On the left hand side, expand your
inbox section. At the bottom you can
create labels.
Labels are useful to organize each
school or by people.
Once labels are created you can create
filters so messages are auto populated
in your folders.
You can also create
labels under settings.
Create Filters
Under Settings create filters to automatically sort emails.
Go to Filters and Blocked Addresses
● Create a new filter
● Enter email address of
who you want filtered into
this folder
● Adding the word “OR”
between email addresses lets you
Add multiple people to a filter.
● There is a limit, but you can
create multiple filters to include
The entire staff
Creating Templates
Enable Template option by going to settings -> Advanced -> Enable Templates
When you compose a new email you can set up your template. Under the three dots. There is a
template option. You can save a draft as a new template. When you are ready to use a template.
Click the three dots and click on the template you wish to use.
Creating tasks
based on emails
If you get an email asking you do
complete something, you can create a
task
To create a task click on the add task
button at the top of the email.
If you set a date and time it will
automatically be added to your
calendar, which can also send you a
reminder to complete the task.
You can find tasks on the right
side under your profile picture
Docs
Reports!
Save templates to share
with your school team.
• IEP meeting Agendas
• IEP meeting Notes
Write reports collaboratively with
your case managers.
You can save your report templates
on a google doc and share it with
your case manager.
Make sure that your summary
wraps everything up
Share documents by clicking the
button at the top right corner. Add
the person’s email you would like
to share the document with.
Sheets
Sheets
Autocalculate student’s age
60 day timelines
Track IEP dates
Force options in a cell
Enter check boxes
Color code everything!
Sheets
Check Boxes
Insert -> Checkbox
Thanks it!
Sheets
Autocalculate student’s age
Enter this formula in the cell you would like to calculate
the student’s age. The student’s birthday should be
entered in the highlighted orange cell (D3) . This will
calculate the years, months and days. This is based on
TODAY, so this cell will change everyday.
=DATEDIF(D3,TODAY(),"y")&" years
"&DATEDIF(D3,TODAY(),"ym")&" months
"&DATEDIF(D3,TODAY(),"md")&" days"
Sheets
60 day timelines
If your district has a calendar for a 60 day timeline you can reference it on your
spreadsheet.
Create a new sheet to create a reference.
The VLOOKUP allows you to search the calendar.
U3 is the date you received consent
'60 day calendar’ is the name of the sheet
!A3:B308 is the range of the calendar
2,0 tells the formula there are 2 columns and 0 means it has to be an exact match
=if(VLOOKUP(U3,'60 day
calendar'!A3:B308,2,0)=0,"",VLOOKUP(U3,'60 day
calendar'!A3:B308,2,0))
Sheets
Force options in cell
Data Validation
At the top find DATA, select the DATA validation option
and this box will pop up.
You can choose list from range or list of items
If List of Items: type in what you would like the options
to be separated by a comma (,)
Grades: K,1,2,3,4,5,6,7,8,9,10,11,12,TK
Collect Benchmark Data
Forms
Collect data from parents and teacher!
Create Forms to get teacher data or parent input
Go to the + at the top left side of your drive click on forms.
Title your form. You can auto collect teacher emails.
Type in your questions, you can choose either short answer or paragraphs.
In settings you can also choose to send a copy of their responses to the email they provided.
You can force them to answer a question (student name, strengths…) by clicking the *required button
Communication Log
Turning Forms into Docs
Update
Then
Finally
Form
Doc
template
Full Doc
form
Sheets
First
Turning Forms into Docs
Now that you have created a form, it’s time to turn it into a document.
Use your original questionnaire and
upload it to Docs.
Under Extension in sheets, get and add on AutoCrat
Create a template. After each question add the << >> tags.
The spreadsheet will create a link to the new documents, they will also
be saved in the folder you created.
Slides
Slides
Report writing
Report Writing
How to have one report template and use Replace to keep track of
correct name and pronouns.
• To find a word in a document hold the CTRL button and press F.
• This will bring up a box to type the word you want to search
• Capitalization matters!
NAME, He/She, he/she, His/Her, his/her,
Report Writing
How to save word documents to PDF so
your work is not changed.
You can also choose to save it as a word doc.
Report Writing
Using visuals based on spreadsheets.
Copy
Paste
Undo
Cut
Find
Keyboard Shortcuts
CTRL C
CRTL V
CRTL Z
CRTL X
CRTL F
Save
Print
Select All
CTRL S
CRTL P
CRTL A
