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CalSTAT Technical Assistance and Training

IDEAS that Work!California Department of Education, Special Education Division’s special project, California Services for Technical Assistance and Training (CalSTAT) is funded through a contract with the Napa County Office of Education. CalSTAT is partially funded from federal funds, State Grants #H027A080116A. Additional federal funds are provided from a federal competitively awarded State Personnel Development Grant to California (#H323A070011) provided from the U.S. Department of Education Part D of the Individuals with Disabilities Education act (IDEA). Opinions expressed herein are those of the authors and do not necessarily represent the position of the U. S. Department of Education.

Adopting TED

We welcome your interest in adopting TED (California’s Training Events Database) into the life of your educational organization! TED is offered to you free by CalSTAT, a special project of the California Department of Education, Special Education Division, located at the Napa County Office of Education.

In this packet you’ll find all the forms and steps for Adopting TED.

Step 1 ~ Email to Inquire about the Availability of a Stipend

To support qualifying CA state LEAs in adopting TED, there are a limited number of $600 stipends available this fiscal year, on a first come first served basis. Email or call Marin Brown or 707-481-9139 to inquire about the availability of stipends, and to have her reserve one while you complete the Adoption process.

Step 2 ~ Choose Your TED Configuration

Page 2 provides a worksheet for deciding which TED configuration (single computer, server, or hosted on a network) will work best for your organization, to help determine the Filemaker licenses that will need to be purchased for running TED.

Step 3 ~ Apply for a Stipend

Pages 4-10 provide the stipend instructions and forms, including an MOU, License Agreement, Invoice, and W9. Print and complete these forms. Send in the originals.

Step 4 ~ Purchase Filemaker Software

Use your TED Configuration sheet and the details on page 3 to determine which Filemaker licenses to purchase. Place your order.

Step 5 ~ Preparing for TED’s Arrival

Get out the popcorn and have your staff watch two movies and fill out the 3 Things to Do Before TED Arrives worksheet on pages 11-12. Meet as a group and finalize your Funding Sources, Topics, and Roles choices, so you’re ready to customize and optimize TED for your organization. Movies found here:

Step 6 ~ Setting Up TED

Here are the instructions for installing TED: Have your Main TED User watch the second movie on this page to guide the initial setup of TED.

For questions related to TED: or Alan Wood, 707-287-0054.

TED Configuration Options

TED operates in FileMaker Pro 11, and can be accessed on either Mac or Windows computers. FileMaker Pro is a desktop application that is relatively inexpensive, and can be purchased with an educational discount.

You choose whether TED will run on a Single Computer, a Server, or a Network at your site. Here’s how it works.

Jot down in the table who in your organization will be accessing TED for these kinds of tasks. For some organizations that will be one person, for others several people. This will let you know how many & which Filemaker Pro 11 workstation licenses to purchase.

Organization Name:
Name Role Email Phone Mac or PC
Server or Networked Name of Your IT Person Email Phone

Purchasing Filemaker

Refer to your TED Configuration Options sheet for how many and which types of licenses will need to be purchased (Mac or PC, Server version or not).

Currently Filemaker 12 has come out, but we are using Filemaker 11 for TED, so you will need to purchase Filemaker 12 plus an inexpensive downgrade license to get Filemaker 11.

You may want to contact Eric Williams at CDW (866-339-7929), who is one of the educational sales reps. If he is not your district's/organization’s CDW representative, he can pass you along to the right person.

CDW has provided a general quote (below) at the educational prices, so you can have an idea of what you'll need to order and budget for the software. But, your sales rep can determine whether additional discounts might apply due to other Filemaker licenses already purchased by your district or site.

There are a few things to be aware of:

  1. If you are going the Server route, you will want to purchase (1) Filemaker Server v12 at $599 plus a v11 downgrade at $6.76.
  2. You will need to purchase Filemaker Pro 12 for each computer workstation on which you’ll be using TED. The price is about $179 each. If purchasing 5 or more there will be a bulk discount. Choose outright purchase, not annual subscription.
  3. You will also need to purchase (1) Filemaker Pro v 11 downgrade for $6.76 (only 1, not for each workstation).

You can purchase Filemaker from other sources, just be sure to ask for the educational discount. The information above is simply provided to help you to be clear on what you’ll need to purchase.

We hope this provides what you need for creating your purchase order and obtaining Filemaker!

Applying for a Stipend

The Memorandum of Understanding (MOU) with NCOE is for the $600 Stipend.

The TED Software License agreement.



Submit originals of the TED Configuration Options, MOU, Software License, Invoice and W9 to:

CalSTAT Project – TED
Attention: Marin Brown
Napa COE
5789 State Farm Drive, Suite 230
Rohnert Park, CA 94928

CalSTAT Project
Memorandum of Understanding

CalSTAT, a special project of the California Department of Education, Special Education Division, administered by the Napa County Office of Education (NCOE), will provide funds (Technical Assistant dollars) to support professional development. These funds were requested by [...your answer here...] (RECIPIENT LEA), on [...your answer here...] and were approved for use for the following purposes:

Name of Event #TA "Days" # Dollars
TED Stipend 1 600.00
Total   600.00

Funds in the amount of $600.00 will be paid directly to the Fiscal Agent:__________________ on behalf of the RECEIPENT LEA ________________________________________upon processing MOU and License Agreement documents.

Who Are You?

Fiscal Agent:

[...your fiscal agenthere...]

Phone: [...your phone here...]
Email: [...your email here...]

LEA Requestor:

[...your answer here...]

Phone: [...your LEA Phone here...]
Email: [...your LEA Email here...]


RECIPIENT LEA agrees to hold harmless, indemnify and defend NCOE and its trustees, employees, agents and volunteers from any and all claims, damages, losses and expenses, including attorney fees, arising or resulting from damage to property, injury or death to any person, firm or corporation in connection with the completion of the professional development activity funded by this agreement. RECIPIENT LEA also agrees to hold harmless, indemnify and defend NCOE and its trustees, officers, and employees from any and all claims or losses incurred by any supplier, contractor, or subcontractor furnishing work, services or materials to RECIPIENT LEA in connection with the completion of the professional development activity funded by this agreement.


[.I accept..] Signature of Authorizing Official
[...] Date

[...] Print Name and Title of Authorizing Official

TED Software License Agreement

This Software License Agreement ("Agreement") is entered into on _____ (Date) between the NAPA COUNTY OFFICE OF EDUCATION State Personnel Development Grant hereinafter "NCOE", located in Napa, California, and: _____ ("Sublicensee"), located at _____, California.

In consideration of the benefits and obligations exchanged in this Agreement, the parties agree as follows:

  1. The term “Software” as used in this agreement shall mean the Training Events Database or “TED” developed by NCOE under contract with the State of California, Department of Education, Special Education Division who is the owner of the copyright.
  2. Sublicensor hereby grants, and Sublicensee hereby accepts a nontransferable, nonC exclusive, worldwide, and royaltyCfree license to use the Software, subject to the conditions and for the period specified in this Agreement.
  3. Sublicensee agrees to use the Software for its sole and exclusive benefit at its location only.
  4. NCOE is not under any obligation to install, test, maintain, update or modify the Software or provide technical support services to Sublicensee. No such obligation on the part of NCOE shall arise or be implied on the part of NCOE or its agent by the undertaking of such actions or services at any time.
  5. Sublicensee will provide NCOE or its agent with information and feedback on its use and the functioning of the Software upon reasonable request.
  6. Sublicensee shall indemnify and hold sublicensor harmless from any claims, losses, costs, damages, expenses, or liability arising out of or in connection with its installation, testing, maintenance, modification, or use of the Software, including any loss of data or other occurrence caused by any corruption, deletion or nonperformance of the Software.
  7. This Agreement shall remain in effect for as long as the State of California, Department of Education, Special Education Division permits NCOE to distribute the Software unless this Agreement is terminated prior to that time by written notice to Sublicensee.

SUBLICENSOR: Napa County Office of Education

By: [...] Date: [...]
Josh Schultz, Chief Business Officer

SUBLICENSEE: Name: [...]

By: [...] Date: [...]
Print name and title: [...]


Napa County Office of Education – CalSTAT Project
Attention: Accounts Payable
Requested by: Marin Brown
5789 State Farm Drive, Suite 230
Rohnert Park, CA 94928

Invoice #:  

PAYEE: (Name and Address must match W-9)

(Please include date(s) of service and rate of pay)
TED Stipend: Selected to implement use of the non-web-based TED software for tracking training participation and feedback.  
Rate: $600.00  
Total $600.00
Print Name:  

Attached: W-9 Form (Rev. January 2011), Department of the Treasury Internal Revenue Service

TED Funding Sources, Topics, & Roles Worksheet

Funding Sources

List here the Names of the Funding Sources, Grants, or Programs you want to add into TED. Later, when you enter events into TED, you’ll select a Funding Source for each event, which will enable you to generate Summary Reports specific to these Funding Sources over time. You can enter as many Funding Sources as you wish into TED, as you go along.

  1. [...]
  2. [...]
  3. [...]
  4. [...]
  5. [...]

Topic Areas

You can list up to 13 Topic Areas in TED. We’ve listed TED’s default Topic Areas below. Choose only those default Topic Areas relevant to your organization’s work, then add in customized Topic Areas to cover the rest of your work. Each time you set up a new event in TED, you’ll enter which Topic Areas it covers. Then, in the Summary Reports, you’ll be able to see what events were offered, and who from which organizations has attended trainings, in which Topic Areas. Once you set your list of 13 Topic Areas, you need to keep them the same from then on. Try to leave a couple of open spots for topics that emerge over time.

13 Topics Your Site's Topic Areas (blank) TED's Default Topic Areas
1) [...] Alternate Dispute Resolution
2) [...] Auditory
3) [...] Autism
4) [...] Family and Professional Partnerships
5) [...] Individuals with Disabilities Education Act
6) [...] Least Restrictive Environment
7) [...] Mathematics
8) [...] Other Core Standards
9) [...] Positive Behavioral Supports/Safe Schools
10) [...] Reading/Language Arts
11) [...] Special and General Ed Collaboration
12) [...] Transition
13) [...] RTI


You can list up to 9 Primary Roles in TED. We’ve listed TED’s 7 default Primary Roles below. There is room for you to add in two other Primary Roles that might be important in your work. Each time you set up a new person in TED, you’ll enter their role. Then, in the Summary Reports, you’ll be able to see the Roles of those you are serving. You’ll also be able to send out emails to those from specific roles in promoting your events.

Another group of Roles in TED are those of Other Certificated Professionals (OCP). You can add in as many OCP Roles as you wish. They will all be summarized in the reports under the role of Other Certificated Professionals. But, you will still be able to select and send emails to people from these individual OCP roles as needed.

9 Primary Roles Your Site's Primary Roles (blank) TED's Default Primary Roles
1) [...] Teacher – Special Education
2) [...] Teacher – General Education
3) [...] Administrator – Special Education
4) [...] Administrator – General Education
5) [...] Paraprofessional
6) [...] Parent / Family
7) [...] Program Specialist
8) [...] open
9) [...] open
Unlimited Your Site's OCP Roles (blank) TED's Default OCP Roles
1) [...] Speech and Language Pathologist
2) [...] Psychologist
3) [...] Reading Specialist
4) [...] Adaptive PE
5) [...] Occupational Therapist
6) [...] Nurse
7) [...] Program Specialist
8) [...] CDE
9) [...] open, as many as you wish

Before actively using TED, it’s important to make these decisions. Then enter your Topics and Roles under TED’s Administration Menu – View/Edit Profile section. They’ll show up in Topics and Roles drop-­‐down menus in TED. Add your Funding Sources directly into the main TED window Funding Source drop-­‐down menu as you need them.


California Services for Technical Assistance and Training (CalSTAT)
A Special Project of the Napa County Office of Education| 5789 State Farm Drive, Rohnert Park, CA 94928
Fax: 707-586-2735 |