Tanya Organizing and keeping track of student academic information and progress doesn’t have to be a time-consuming task. Effectively setting up and updating student files can lead to a smooth year. Follow these steps to set up working student files that can be accessed quickly for that last minute meeting, and shared with a new team member working with the child. Please note, these are not confidential files. All the information contained in the academic files, have no confidential information as they are easily accessible to all.
- Choose a SIMPLE filing system that works with your space. I use an empty filing cabinet, and label a file for each student I work with in resource. I then order them alphabetically. A digital system can work as well (great for saving paper and sharing easily!)
- Start with looking through the child’s confidential file and noting down any academic recommendations given by the professional. I usually photocopy just this page and store it in the academic file.
- Add a copy of the IEP, and any updates made throughout the year. I also like to fill in an IEP snapshot to share with teachers and attendants. We are all pressed for time, and this small gesture of summarizing the IEP, is SUPER helpful.
- If the child has a behaviour plan, add that in too. Here is a post about behaviour trackers.
- Student snapshot: for quick and handy information about the student ( i.e parent contact information, student strengths and weaknesses, student interests and baselines levels). This is super helpful in planning lessons that are interesting and appropriate for your students.
- Send home parent questionnaires to get more information about the student likes and dislikes! This can also help influence your teaching for the year. Add to your file.
- Do all and any diagnostic assessments! Best to be administered as soon as possible to be able to track progression. See with your school team, which assessments they use and add them in the files. I like to administer DRA’s or RAZ kids benchmark passages to determine reading level… To get a more in depth picture of the student’s weaknesses, I administer the DIBELS… Best of all, they are FREE! For math diagnostic, our math programs comes with short tests to give the students at the beginning of the year. I also add a diagnostic writing sample to measure the progress we make throughout the year! For easy access, I like to keep all their data on one page for each topic to see their progression over the year. You can make a simple table chart, or get one here: benchmark tracker.
- To inform parents and homeroom teachers of the students progression, I like to fill out a resource progress report at the end of each term. This tells the readers what I have been working on with the student and any progressions the student has made. I also note anything the child still needs to work on. A copy of these reports are stored in the child’s file.
- I also add any new assessments that I do with the student throughout the year and any parents communications I have.
Following the steps above can lead to an ORGANIZED and smooth year!
