Basics. Devices and Technical Requirements. Teaching Strategies GOLD Documentation App Frequently Asked Questions

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1 Teaching Strategies GOLD Documentation App Frequently Asked Questions Basics What is the Documentation app? Teaching Strategies GOLD Documentation is a free application that enables you to capture documentation using an iphone, ipad, or ipod touch running Apple ios 5.1 or later and upload it to Teaching Strategies GOLD online. Capture photos, video, audio, and text notes. Tag documentation with children s names, objectives, and dimensions. Upload to Teaching Strategies GOLD with one tap Where can I get Teaching Strategies GOLD Documentation? You can download the app from the App Store [ strategies- llc/id ] or use your device to download it directly from the App Store. Tap the App Store icon on your ipad, iphone, or ipod touch. Search for GOLD Documentation. Download the app to your device. All you need is an Apple ID and password. Log in with your Teaching Strategies GOLD username and password. TIP: Move the Teaching Strategies GOLD Documentation app to your home screen for quick access. Devices and Technical Requirements What devices can I use? The app will work on the following devices running ios 5.1 or later: iphone 5 iphone 4S iphone 4 iphone 3GS ipad with Retina display (4 th generation) ipad mini The new ipad (3rd generation) ipad 2 ipod touch (5th generation) ipod touch (4th generation) 1

2 Why can t I use the Teaching Strategies GOLD Documentation app on my iphone 3, iphone 3S, ipod touch (3 rd generation) or ipad 1? ipad 1 and ipod touch (3rd generation) are not supported because they do not have cameras; iphone 3 and iphone 3S are not supported because they do not have video cameras. I am having trouble downloading the application. Make sure you are using an iphone, ipad, or ipod touch from the list above, and that it is running ios 5.1 or later. You can find out the model of your device by following the appropriate link: Identifying iphone models: Identifying ipad models: Identifying ipod models: ipod- models/ iphone 5 model numbers: A1428 A1429 iphone 4S model numbers: A1387 A1431 iphone 4 model numbers: A1349 A1332 iphone 3GS model numbers: A1325 A1303 ipad with Retina display (4 th generation) (Model Numbers coming soon!) ipad mini (Model Numbers coming soon!) ipad 3 model numbers: A1416 A1430 A1403 ipad 2 model numbers: A1395 A1396 A1397 2

3 What if I have multiple devices? You can download the app to each of your devices. However, you will only see media captured with that particular device in the app s Documents screen. Captured media is not shared across multiple mobile devices. What about smartphones or tablets for Android or other platforms? At this time, the app is available only for Apple products. Teaching Strategies continues to explore additional smartphone and tablet platforms. Is the app secure? All documentation you capture is accessible only from within the app. It is not accessible from any other feature on your device. To further secure the data, we recommend that you enable a passcode on your device. We use security measures that are standard in the industry, including Secure Sockets Layer (SSL) encryption and firewalls, to prevent unauthorized access, safeguard confidentiality, and ensure the correct use of the Member Data (including e- commerce information) and Student Data you provide to us. For more on Security and Privacy, see the Teaching Strategies GOLD Privacy Policy [ Do I need wireless access in order to use the app? You can use the app with either a wireless connection or cellular data service. How can I use this app if I don t have a wireless connection in my classroom? You must be connected to the Internet to log in. Once logged in, you can use the app anywhere, even if you do not have a wireless connection or cellular data service. Simply capture your documentation offline and then upload it when you can access a wireless connection or your cellular data service. How will using the Documentation app impact my cellular data plan? Below are general guidelines for the amount of data used by each media type: 1 photo: 0.1 MB second video clip: 10MB second audio clip: 0.5 MB NOTE: Data usage varies by device. The examples above are based on averages and are estimates only. The actual amount of data used for the described activities will vary. 3

4 Generally, using a wireless connection does not count against cellular data plan usage. To reduce data usage, we recommend that you use a wireless connection when uploading documentation to Teaching Strategies GOLD online. Logging In How do I log in? You must be connected to the Internet via a wireless connection or cellular data plan to log in. Use the same username and password that you use to log into your Teaching Strategies GOLD account. As with Teaching Strategies GOLD online, once you are logged in, you will remain logged in for four hours from your most recent activity within the app. How do I log out? You will find the Logout button on the Settings screen. Find the Settings screen by tapping the Settings button (gear icon) on the bottom right of the Documents screen. Does the app remember my username and password? The app will save your username after successfully logging in at least once. If you don t see your username on the login screen, begin typing and it should appear. For security reasons, the app will not save your password. I can t remember my password. How do I get a new one? How do I change my password? You cannot use the app to change your password. If you would like to change your password, follow the Forgot my password link in Teaching Strategies GOLD or contact your administrator for password help. TIP: As with Teaching Strategies GOLD, we recommend that teachers in the same classroom each have their own login credentials whether they are using separate devices or sharing a single device. Can I use my device to manage my Teaching Strategies GOLD profile? You can update basic profile information on your device from within the Settings screen. Find the Settings screen by tapping the Settings button (gear icon) on the bottom right of the Documents screen. To manage your username or password, you must log in to Teaching Strategies GOLD. 4

5 Using the App How do I use the Teaching Strategies GOLD Documentation App? You can use the app throughout the day to capture photos, video clips, audio recordings, or text notes. Once you have captured documentation, you can associate children with it as well as objectives and dimensions. You can upload it to Teaching Strategies GOLD online immediately or whenever it is convenient for you. For example, you may choose to wait until the end of the day before you upload in order to reflect on what you collected, update notes, and add children, objectives, or dimensions. See our video tutorial and how to PDF for more detailed guidance. Can I add a note without a photo or video? Yes. In the Document screen (where you can see the documentation that you have captured), tap the Add Notes button (plus icon) in the top right corner of the Documents screen. Type or use Siri to dictate your note. Then add children and objectives or dimensions. The note will appear in the Document screen as a notepad image. Why does video or audio recording stop after one minute? For easy uploading, video and audio clips are capped at 60 seconds. If you wish to capture an ongoing activity, take several short video or audio clips. Does the app support dictation? Yes. iphone 5, iphone 4S, ipad (3rd generation), and ipod touch (5th generation) support dictation in the Documentation app. So, instead of typing, you can speak, and your words will be entered as text. To begin dictating, tap the Microphone button on your keyboard and start talking. When you have finished, tap Done. Your words will be turned into text. NOTE: You must have a wireless connection or cellular data service for the dictation feature to work. If you are using an earlier version ipad, ipod touch, or iphone, you can download the Dragon Dictation speech- to- text app from the App Store [ dictation/id ?mt=8]. You can then use the copy/paste feature in Apple ios to transfer the text from Dragon Dictation to the Documentation app. TIP: Teachers can record notes on paper and take photos of those using the app, eliminating the need to re- enter those notes online or in the app. 5

6 How do I view a different class list? If you have more than one class, you will see a complete list of your classes when you tap the Edit Children button. Tap a class name to drill down and see a list of the children in that class. Tap to add a checkmark next to children that you wish to associate with a documentation item. As with Teaching Strategies GOLD, when associating children with documentation, you can only select children from a single class, not multiple classes. To view a different class, you must first uncheck any selected children on your screen. Why don t I see the correct list of children? If you have recently added children to your class in Teaching Strategies GOLD, you will have to log out of the app and log back in in order to see an updated list of children. Can I assign a piece of documentation to multiple children? Yes. Add a checkmark next to each child whom you wish to associate with the piece of documentation. When associating children with documentation, you can only select children from a single class, not from multiple classes. Where can I find the list of objectives and dimensions from which to choose? From the Documents screen, tap on a piece of documentation that you have added. You must first associate the documentation with one or more children by tapping the Add Children button. Once you have added children, the Edit Objectives and Dimensions button will appear. Tap the button to view the list of objectives and dimensions. Tap each objective to drill down and view any associated dimensions. Tap to add a checkmark next to objectives or dimensions. Can I use the Sandbox with the app? Yes. This is a good way to practice using the app and play with the features without having to worry about making a mess in your real classroom account. You will see the Sandbox classes in your list of classes. Selecting Reset on the Sandbox screen in Teaching Strategies GOLD will clear out any documentation that you uploaded using the app. Why do I have to use the camera in the Documentation app? Why can t I use the regular camera on my device? Using the camera inside the app keeps the documentation you collect in a secure environment. This helps to prevent unauthorized access, safeguard confidentiality, and ensure the correct use of user and child data. 6

7 Uploading The Upload button is missing. Why can t I upload photos or video? You must first associate the photo, video clip, audio recording, or text note with least one child before you can upload. (You do not need to assign objectives or dimensions before uploading, but we recommend that you do so while the documentation is still fresh in your mind.) Also, the Upload button will appear only if you have Internet access through a wireless connection or cellular data service. Can I save documentation on my device without uploading? Any photos, video clips, audio recordings, or text notes that you capture will be saved on your device until you upload them to Teaching Strategies GOLD online. Once you upload a documentation item, it will no longer appear on the Documents screen. NOTE: Certain alarms enabled on your device (such as calendar alerts, clock alarms, and timers) will cause UPLOADING to fail if you switch to the calendar or clock app. Similarly, telephone calls, calendar alerts, and clock alarms will cause CAPTURING audio or video media to fail. Can I use the app to upload photos and videos that I already have on my device? No. The app uses only photos, video clips, audio recordings, and text notes created within the app. It cannot pull media from another app. After Uploading to Teaching Strategies GOLD I uploaded my documentation now what? The next time you log into Teaching Strategies GOLD online, you will see the pieces of documentation that you captured with the app added to each child s portfolio. Go to the Edit Documentation screen in Teaching Strategies GOLD online to review documentation, add additional notes, set preliminary levels, individualize documentation, or share it with families. What about preliminary levels? / What about individualizing documentation? / What about sharing with families? You can add preliminary levels, individualize, or share with families after you have uploaded a piece of documentation. Go to the Edit Documentation screen in Teaching Strategies GOLD online and use the Action menu to access these options. 7

8 Lost Devices and Backing Up Data My device broke/i lost my device. Can I retrieve my photos, video clips, audio recordings, and text notes? If you have backed up the device to Apple itunes or icloud, you can retrieve the data when you sync to a new device. We encourage you to also upload items to Teaching Strategies GOLD online daily. Can I back up my photos, video clips, audio recordings, and text notes? Any documentation that you create using the app will be saved on your device until you upload it to Teaching Strategies GOLD. Documentation that you have not yet uploaded will be backed up when you sync with itunes or icloud. TIP: Upload daily! 8