Child Count Reports
Weekly Child Count Reports
(Too Much Information, What Do I Do with It?)
The Weekly Child Count Report is generated from I-Teams. The information is only as good as what has been entered into I-Teams. AzEIP generates the report and sends it to Camille on a weekly basis. Camille reviews and color codes missing and overdue. You may be thinking, “Wow! Way too much information! It’s overwhelming and I don’t know where to start.”. It’s very easy to filter and hide unwanted information.
Uses of Child Count Report:
Accurate list of your team lead clients including DOB, Zip Codes Etc.
Know when your quarterly or next IFSP is due.
Find Child I-teams ID.
Find out how child was made eligible/ICO re-evaluate.
Find when child is supposed to have transition planning meeting (by 2 yrs 6 months) and transition conference (2 yrs 9 months).
Check when to re-refer to DDD (at 6 month IFSP and annual), when did not qualify the first time.
Terms to know:
Column: Vertical series of cells, typically labeled with a letter along the top.
Row: Horizontal series of cells, typically labeled with a number along the side.
Cell: Each of the little boxes or the intersection of a column and a row.
Sort: Rearranges the cells in order of ascending to descending or by color.
Filter: Hides information so that you can only see the information you have chosen.
Hide: Hides whole columns or rows until you “unhide” them.
Delete: It’s gone, don’t do it unless you are sure or you have a backup original.
Filtering (sorting is included under filter):
Filtering means you only want to show the information that is important to you and temporarily hide the other information.
In general, the weekly child count spreadsheet is already set up to filter.
How to add filtering to a spreadsheet:
The little icon that looks like a funnel stands for filtering.
If the Home Tab is selected, the Sort & Filter Icon will be at the end.
It can also be located when the Data tab is selected.
If a spreadsheet arrives that is not filtered, select the areas to be filtered and click on the picture of the funnel to filter. Again, this is not needed on the weekly child count.
How to Use the Filter (sorting is included under filter):
Row 1 of the child count has the titles of each column.
In the bottom, right corner of the “cell” is a little filter triangle.
(A cell is each little square of a spreadsheet.)
When you click on the filter triangle, a drop-down menu will appear.
The menu will give you the option to sort the column ascending or descending.
If the column has a list of names, you can then sort it A to Z or Z to A.
If I am looking for specific names in a column, I might sort it A to Z to make it easier to find.
Or you might want to sort the SCs using the ascending/descending option.
If the column has a list of dates, you can use it to sort it ascending (oldest to newest) or descending (newest to oldest).
I might sort it descending, if I was looking at the children who have most recently come in to the program.
I might sort it ascending, if I was looking at birth dates to see who should be exited or about to exit.
The column can also be sorted by color of font or cell color.
Select: By Color
Select: Either cell color or Font Color.
Select: the color you want on top.
To find all the children that Camille has highlighted, you might sort it by red.
More than likely, you get the child count and see information that does not pertain to you and get overwhelmed (I know I do). Filtering will be one of your best friends to deal with this.
After clicking on the filter triangle, Below the option “Sort” it will say “Filter”.
You can filter by color or you can filter by whatever information is in the column.
If you look all the way to the left on the spreadsheet and find the team lead column and select the filter triangle, you will see all the team leads assigned to children in your region.
To narrow it down to only the children assigned to you, click the “Select All” option to unselect/deselect it.
Then look at the names listed, find your name and select.
The spreadsheet will filter (hide for the moment, it’s not gone) all the other team leads and their clients so that you can only see yours. Isn’t that amazing?
The only clients that will show on the spreadsheet are the ones assigned to the team lead you selected.
To bring it back the way it was, just go back and select the “Select All” option.
The option to filter by information in the field can be done on any column, so you could filter by school district, support coordinator, zip code or by discipline. I use filter to break down a child count by team by only selecting the zip codes in the region.
Next to filtering, I use hiding the most frequently.
The Child Count has a lot of columns of information that you will infrequently need to use (race, gender etc).
Hiding requires precise selecting or you can hide too much or not enough. Don’t forget you can always use the UNDO option if you hide too much.
The first thing you need to do is select the column you would like to hide. It works for rows as well but with the child counts, you will probably only want to hide columns.
Look along the top of the spreadsheet, is the header which has the letters above each column.
Select (or click) on the heading of the column (or the letter at the top) that you would like to “hide”.
After you select it, the entire column should be highlighted (probably in a light grey color).
Now double click on the column or right click, a menu should pop up with hide listed toward the bottom.
Select hide and the column will disappear.
Select the column just before the column you hid and the column after.
Double click or right click to open the menu
Example: Hiding Column D (Gender) and then Unhiding it.
Select: Right click and hide: Hidden:
Select column before and after: Right click and choose 'unhide':
For the experts out there, you can hide multiple columns at one time by hitting the shift button when you select the first column and then shift again on the last column you would like to hide. Be careful, it’s easy to hide too many columns, but there is always your friend “Undo”.
I suggest you have a backup copy of the child count before you start deleting things.
To delete columns, select the column like you did to hide but then hit your delete button.
Don’t forget, once it’s deleted and saved, it’s gone for good.