📋 Receiving Family Input & Generating Custom Vocabulary

This article explains how to use the Custom Vocabulary Tool to gather valuable information from families about their child's communication needs and preferences and generate the input into personalized vocabulary for the grid.

About the Custom Vocabulary Tool

The Custom Vocabulary Tool streamlines the process of adding in personalized vocabulary for the AAC User by gathering input through a questionnaire and using AI to suggest tiles to add to the grid.

Overview of the process:

1. Send out a questionnaire to the family.

1. Fill out the questionnaire and generate vocabulary yourself while you wait for family input.

2. Once you receive the family’s response, you can generate another set of vocabulary to choose from.

Sending a Questionnaire

During AAC User Account Setup

1. Arrive at the Custom Vocabulary Page

2. Select a language to send the questionnaire in from the Language dropdown.

3. Add recipient emails.
   1. You can add multiple recipients by separating the emails with a comma “,”.

4. Click Send to deliver the questionnaire.

After AAC User Account Setup

If you want to send out another questionnaire after setup, you can access it from the Manage Users page.

1. Navigate to Settings → Manage Users

2. Find the AAC User in your caseload

3. Click the Actions dropdown of the AAC User and select View Assessments.

4. On the Questionnaire tab, click the button Start New Questionnaire”.

5. Follow the same process as “During AAC User Account Setup”.

Tracking Questionnaire Status

To monitor which questionnaires have been sent and completed:

1. Navigate to Settings → Manage Users

2. Click the "Questionnaires" tab at the top of the page

3. View the status of all questionnaires:
   • Sent - Questionnaire has been delivered but not yet started

   • Completed - Questionnaire has been fully completed and responses are available

   • Generated - Questionnaire has been generated already for vocabulary.
     • The questionnaire can always be generated again.

Accessing Questionnaire Responses

Once a family completes a questionnaire:

1. You'll receive an email notification

2. Navigate to Settings → Manage Users

3. Find the student in your caseload

4. Click View Assessments

5. Select the completed questionnaire from the list and complete the custom vocabulary generation process.

Responses will be displayed in your language, regardless of which language the family used to complete the questionnaire.

Generating Custom Vocabulary

The Custom Vocabulary Generator uses AI to suggest relevant vocabulary based on:

• Student interests and preferences

• Daily routines and activities

• Cultural and linguistic background

• Family priorities and input

This feature saves time while ensuring each student's communication system is personalized to their unique needs.

Generating using your professional input

1. Fill out the questionnaire (during AAC User Setup or by starting a New Questionnaire on the Manage Users page)

2. Click Generate

3. Review the suggested words that are organized by category

4. Select the words you want to add by selecting the tiles

5. Click Save to have the words automatically added to the AAC User’s grid.

All selected vocabulary will be automatically:

• Added to the selected folders in the student's grid

• Translated into all languages set up in the student's profile

Generating from questionnaire submission

1. Navigate to the Manage Users page

2. Find the AAC User in your caseload

3. Click "View Questionnaire Submissions"

4. Select and view the completed questionnaire you want to use

5. Click the Generate button

6. Review the suggested words that are organized by category

7. Select the words you want to add by selecting the tiles

8. Click Save to have the words automatically added to the AAC User’s grid.

Additional Info

Best Practices for Using Family Information

The most effective AAC implementations bridge school and home environments. Here are some strategies for using family input effectively:

• Include words that reflect the student's cultural background and family traditions

• Incorporate names of important people, places, and activities from home

• Add vocabulary for foods, routines, and celebrations specific to the family

• Ensure proper pronunciation of important words by adjusting voice settings

Ongoing Collaboration

Family input should not be a one-time event. Consider these approaches for continuous collaboration:

• Send follow-up questionnaires every 3-6 months

• Invite families to suggest new vocabulary as interests change

• Share vocabulary lists with families to encourage consistency between home and school

• Provide families with strategies for implementing AAC at home

Multilingual Considerations

For students who use multiple languages:

• Ensure core vocabulary is available in all languages the student uses

• Work with families to identify which words are most important in each language

• Consider cultural differences in communication style and vocabulary use

• Use the Translate Mode feature to model language you may not speak fluently

Documentation and Reporting

Tracking family input and vocabulary implementation helps demonstrate progress:

• Save questionnaire responses in the student's digital file

• Document how family input influenced vocabulary selection

• Include family priorities in IEP goals and objectives

• Share vocabulary growth reports with families to show progres