Organizing IEPs in the Special Education Classroom

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Every SpEd teacher knows that unfortunately, our jobs entail TONS of paperwork! When it came time for writing IEPs or progress reports, I always felt like I was swimming in piles of papers on my desk. I have developed some forms which help me to stay organized and prevent me from being overwhelmed.

I have compiled all of these forms to create the The SpEd Teachers’ Must-Have IEP Organization Kit.

Here is what the kit includes:

IEP Goal Brainstorming Form: I use this form to gather all of my thoughts when I am brainstorming for an upcoming IEP. It is a great tool to have when meeting with homeroom teachers or related service providers because all of the teams thoughts can be recorded in one spot and you can easily see the big picture all at once rather than flipping through a notebook.

Future Planning Parent Questionnaire: I modified an old survey that our district used to include the important medical information at the bottom. It was amazing how many parents forgot to inform us of important medical information about their kids... especially when they are supposed to have glasses that we don't see all year! I like to include this information on my IEPs as well either in the Additional Information section or in the Profile. 

IEP Meeting Attendance Checklist: I use Microsoft Outlook to invite all of my meeting participants (except parents) and it can be so crazy trying to keep track of who needs to attend and who has RSVP'd. When I start to plan a student's meeting I take a look at this checklist and determine which of the listed members need to attend and then I send the Outlook invite to each of them. Then, I post the list near my computer and whenever I get an RSVP I just check them off on the list.

Important Document Envelope Cover: My kids have binders that travel home every night. Many times parents check the binder without reviewing the important information I send home. This can be a problem when IEP invites, progress reports, and other important documents end up in the trash. To remedy this problem I attach this cover sheet to a large manilla envelope that only goes home when there is something important that needs the parents' attention. Additionally, it is a great way for them to return any important correspondence so I am sure to see it as well.

Progress Report Organization Cover Sheets: There are two variations of this form based on the needs of my students: MD (Multiple Disabilities) and Inclusion. There are only slight variations between the two. The purpose of these forms is to organize everything needed for progress reports each quarter. On the last day of the quarter, I remove all of my students' progress monitoring sheets and quarterly work samples and clip them together with this cover sheet on the front. Then, I just have one packet of paperwork per kid and everything is organized. Then, I begin calculating percentages and recording data within the progress report system and report card. Additionally, I make notes on the cover page related to what vocabulary or concepts the student has mastered and what needs to be introduced during the next quarter. Additionally, I make notes to share with my paras for when they monitor students (for instance if they are forgetting to write what mistakes students made on an assignment or if I would like more emphasis on a particular skill).

 

If you want more information on how I organize my IEP Progress Monitoring, check out this post:

Organizing Progress Monitoring in the Special Education Classroom

End of Year Inclusion Teacher Survey: At the end of each year, I ask my students' homeroom teachers to complete this inclusion survey. I use this survey for planning their inclusion opportunities for the following year and I use it to complete my "Student Cheat Sheet" that I give to the child's homeroom teacher the following year as a brief preview before school starts.