Wednesday, August 29, 2012

Posted by jinson on Wednesday, August 29, 2012 4 comments
I was talking recently to another SLP and of course we were exchanging ideas about how to get organized at the beginning of the year. So I thought I'd share my tried-and-true system with you. It has taken me several years to get to this point, and it will likely continue to evolve.

Data

I have a crazy system, but I find that it has worked well, especially since I revamped it last year. I group my students, and each group gets a two-pocket slash folder like these:
Once upon a time, I put the folders into binders, but the binders grow too large throughout the year, and become more cumbersome. So I ditched the binder, and opted for an accordion file with a handle to keep them in.

It is similar to this one from Walmart. They're easy to grab and put back as I need them. I just put them in the order that I will see my groups, and voila!

Ok, so what's in the folders?




First, the front pocket: For each individual student, I have a data page. This includes the student's name and date of birth, and 5 sections of notes. Each section is identical and includes: the objective targeted, room for data and notes, an indication of group or individual therapy, start/stop time for group, and selections for student or clinician absence/meetings/special activities (assemblies and field trips).













In the back pocket is a copy of each individual student's IEP goals and any other pertinent info I might need at a moment's notice. I had a student with a seizure plan one year, so I kept that handy in his folder in case he had one during speech. Thankfully, I never had to refer to it. :-)

Attendance

I find it easiest to nab one of those beautiful teacher gradebooks to use for attendance. I photocopy the pages so I have a set for each quarter. The pages look similar to this:

I have come to love this system. I can easily know who I saw on what day and for how long with a code system I have developed. For each student, I denote G= group, I= individual, A= student absent, CA= clinician absent, CM= clinician in meeting, S=special activity (such as fire drill, field trip, or whatever). Most of my groups are the same duration, so I don't denote that unless it's different for some reason. So, I may denote "I" for individual therapy with my standard time frame, or "I45" to indicate individual therapy for 45 minutes. For clarification, I can refer back to the daily data sheets (from above). At the end of the day, I just zip down the list, and presto, I'm done wth attendance!

Medicaid billing

From this attendance roster, I highlight students that I must bill Medicaid and can zip through my list pretty quick. And bonus, I can tell at a moment's notice how long it is until I have the daunting task of quarterly IEP updates. I start those puppies two weeks out so I can chip away at them and finish in time.

Materials

I try to use the same activity for most of my groups all day, although sometimes, depending on what I need to target, I may have something different up my sleeve for a few groups. Then, I just gather the other materials I may need, such as articulation or vocabulary cards, books or other visuals, or any manipulatives necessary. I keep all of that within an arm's reach of where I sit in my room. This year, I share my office, and don't have the luxury of my nice big assessment cabinet by my side like I did last year, so I'll have to use some real estate on my desk.

OK, that was a TON! Thanks for hanging in there till the end! If you have any questions, just use the contact me form on the right, or comment below. Did I leave something out? Just ask! I'm also interested in your system. What do you do? Do you think it's the best system ever? Let me know! I'm always looking for a way to make the day-to-day operations easier.

Be sure to follow this blog to keep in touch!

Keep it AFV!
Karen

4 comments:

  1. Thank you for sharing this. I am constantly trying to improved my system! I have just one question - what do you do with the notes/data pages after they are filled up?

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    1. Thanks for your kind words. I save my notes in files, and last year I figured out how to scan them on the school's copier to file electronically on my school drive.
      Typically, I keep the current year's notes in the folder for easy access and file at the end of the year.
      Just out of organizational curiosity, what do you do?


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  2. I will be posting an update to this for 2013 in the near future, so stay tuned!

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  3. LOVE the accordian file!!! I'm a BIG fan of it as well and use it everyday!!! :)

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