It's a new school year, so let's prepare you for the mass amount of meetings you attend this year! Managing your time and scheduling meetings is not something they taught us in college, but it's an essential skill for a special education teacher. To effectively navigate this aspect of your role as a special educator, it is crucial to prepare for the upcoming IEPs proactively.
Getting ready for a great school year starts with setting up a good time management system. Make a schedule that gives you enough time to prepare before each meeting. Set aside time to review student files, gather what you need, and plan out your goals and strategies. This way, you'll be all set and organized for every IEP session.
1. Write all IEP due dates and re-evaluation dates in your planner.
Whether you prefer a paper planner or a digital calendar, you'll want to start off by writing in all of your IEP and evaluation due dates for the entire school year. Make sure you give yourself enough time to schedule these meetings. It's helpful to write yourself a reminder in your planner to start preparing for an upcoming IEP and ensure that you schedule it in advance. Don't forget to write in any due dates for progress reports or other paperwork deadlines.
2. Print or create an IEP at a Glance.
Many IEP programs allow you to print an IEP at a Glance. An IEP at a Glance is a 1-2 page quick document that tells you a student's special education and related services, IEP goals and other key information. Print one off for yourself and one for any general education teachers who are working with the student.
3. Create data sheets for IEP goals.
As you review your students' individualized education plans, create data sheets for their goals. This way, you can add them to your data system and be ready to go once you start instruction. For tips about creating an effective data sheet, check out this post.
4. Schedule student services.
After reviewing each stdent's IEP, you can identify the amount of service minutes and plug them into your schedule. Make a quick spreadsheet of the required service minutes for each student. As you create your schedule, check that you have enough time scheduled for each student to meet their required minutes. If not, you may need to amend their IEPs to increase or decrease service minutes. Don’t forget to plug in related service minutes too!
5. Prepare Medicaid logs or documentation.
If your state or district bills Medicaid for students' medical services, make sure you have logs or forms ready to go from day one. Double-check the services each student has that are billable and how many minutes of the services are on their IEPs. Follow the direction of your district for Medicaid billing.
While the thought of managing the paperwork and meeting deadlines may seem overwhelming, with careful planning, effective communication, and a proactive mindset, you can navigate the new school year with confidence! You've got this!
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