How to Organize Your School Year Before Getting a Caseload
It’s that time of year again, we’re going back to school! If you’re new to school-based occupational therapy, you may be wondering what you can do in these last few days of summer to prepare for the school year.
If you’re like me, then you won’t get your caseload until the day before or of student’s starting, which means that figuring out a schedule, prepping data sheets, and chart reviews are out of question.
Here are a few ways that you can prep before the school year to get organized, have go-to treatment activities, and feel ready to start a new year with a new caseload…
1. Organize your worksheets.
I do this in 3 different ways. First, I use a file box in my trunk with activities and handouts for easy access. Each paper is in a sheet protector with multiple copies to grab and go as needed! I have SO many resources, that I only keep my frequently used materials in my trunk. Second, I have more specific monthly activities in a binder with examples of models to pull from. Each month, I’ll grab the months activities and stick it in my file box. Last, I’ve organized a flash drive into an activities folder. When I don’t have something printed, want to use teletherapy or digital activities, or find something new, I organize it on my flash drive to print as needed.
2. Prep your assessment.
Before you know it, you’ll be completing screens, evaluations, and re-evaluations for your students. If you’re at multiple schools during the week or with a contracting company, it’s likely that assessment forms are kept in one centralized location. I’ve found that it helps to have a few copies of each assessment ready to go when I need it. I keep an accordion folder in my trunk with sections for each of the different assessments/evaluations I use. When I first hear about receiving consent to evaluate, I can go right to the folder, pick out the assessments I want to use and add them to the student’s chart/folder to complete later.
3. Make your materials now.
If you use visual schedules, choice boards, visual aids, adapted paper, etc., use this student free time to make what you think you’ll need to use in sessions. I have my go-to visuals to allow for student choice and organization for transitions between activities in my session. I also have some OT specific visuals for students to use just in case it’s not in their AAC or PECS book at the time. On the handwriting side of things, I make extra laminated copies of handwriting checklists, number/letter strips, adapted paper to use with dry erase markers in sessions, highlighter strips, and anything else I want to hand out to teachers to use with students when I’m not there.
4. Create your toolkit.
Over the years of working in school-based practice, I have become a minimalist. Not only because it’s important to use what is expected in the school environment, but also because of back problems. I’m not always guaranteed a place to keep my supplies, and when I am I found that my things would ‘walk’ to other schools or go missing. So, minimalism was key for me. But there’s one thing that I always have with me. And that’s my toolkit. I use a small portable crafting case with the manipulates, adaptive materials, and supplies I want in all my sessions. Create a toolkit that fits your needs and what you can use to upgrade and downgrade endless activities within your treatment sessions. Check back later this month as to the specifics of what’s in my toolkit!
5. Build your data sheets.
Figure out a data system that makes sense to you. I use task analysis sheets and a grid system. Once you find out what students you’ll be working with, you’ll simply need to input the goals or objectives and you’re ready to go! It’s okay to change this system after a few weeks or months of working with your students. That’s normal! But try to start out with a plan. Check out my school organization bundle in my resources to help find what works best for you!
With all this organization out of the way, you can start the school year confident and ready to meet your new caseload!
Emily is a pediatric occupational therapist providing community and home-based OT services in the Greater Philadelphia area, PA. She is a mentor for School-Based Occupational Therapists, offering one-one-one sessions to grow in confidence and skills. Emily Marie OT LLC strives to empower all to achieve their full potential.