*This post about setting up an IEP binder for the special education case managers contains affiliate links.*
Setting up an IEP binder for the case manager is a game changer. I have been using an IEP binder for a while. It’s a great way to keep all of my documents on hand and make sure I’m ready for IEP meetings. That’s why I like to set up an IEP binder that I can use throughout the school year.
I divide my IEP binder up so that it’s easy to grab and go to use when writing or planning for IEPs throughout the school year. I like to keep my IEP goal data digitally, so you won’t see that in my binder, but you can definitely add it if you’d like! Want to know how I set up my binder? Keep reading!
Choose Your Binder
The first thing I do is grab a binder. That might sound pretty simple, but you’re going to want to make sure your binder is large enough. Based on caseload size you may want a different sized binder. When I was managing 8 students, I used a 1-1/2 inch binder. Now that I’m managing closer to 25 students, I like a 3 inch binder.
For me it has to be a view binder because I like to add a cover from my Ultimate IEP Kit to customize it’s appearance. I’ll also print out a bunch of meeting reminders from my IEP kit and place them in the front pocket.
Divide it up
I like these dividers. With a smaller caseload I used these with 10 tabs. With my larger caseload I’m using a set with 24 tabs. If you have an even larger caseload, you can get up to 31 tabs.
Once you’ve chosen your dividers, it’s time to label them. I love customizing the fonts and appearance of my tabs. Setting this up is pretty simple. I label the first tab as “case manager information” and the remaining tabs are each assigned to a student on my caseload. If you want to find out what I’m placing in each tab, keep reading!
Case Manager Documents
In my case manager section I keep three important documents that I use throughout the year. These are primarily for my planning and scheduling of IEPs. Here’s what’s inside:
- IEP Due Dates at a Glance: I fill in all of the due dates for my IEPs and mark any that are due for reassessment. This will help me make sure that I schedule all of my IEPs before their due date.
- IEP To Do List: This checklist is great for completing IEPs throughout the year. I’ll add in all of my student’s names at the beginning of the year. As I start writing IEPs, I’ll check off the completed forms.
- IEP Calendar: I keep my IEP calendar in this section so I’m able to reference it throughout the year. I’m able to plan for IEPs in the future and schedule any other meetings that come up.
Student Sections
As I said earlier, I don’t keep data for goals in my binder because I like to take that data digitally. I do keep 4 documents inside the student sections of my IEP binder. All student sections are organized the same in my binder. Here’s what I keep for each student:
- IEP at a Glance: This form is a quick and easy look at student assessment dates, special plans, and services. I fill this out for each student and place in their section. There’s nothing like forgetting to invite a service provider to a meeting. I know I’ve been there before, so I’ll pull this form out before a meeting to make sure everyone on the team is invited. In addition, this is a great form to share with general education teachers so they can get a quick glance at services for students.
- Assessment Log: There are a few assessments that I conduct throughout the year to progress monitor general development in skills (think BPST, Spelling Inventory, etc.). Because these aren’t necessarily tied to IEP goals for students, I track their progress on an assessment log. This is a great way to see how they progress throughout the year and great information to share in present levels of an IEP.
- Communication Log: I keep a communication log for each student so I can track when I was in contact with parents and some brief notes about what was discussed. You never know when you’ll need to reference that information again, so it’s great to keep it in your binder.
- IEP Checklist: I know I kept my IEP To Do List in my case manager section, but I like the detail on this form. It helps me make sure I prepare for an IEP and follow up on activities after an IEP to ensure everything is complete.
Setting up your IEP binder is going to be a game changer. You’ll find yourself to have everything you need on hand for IEP meeting prep and writing. Want to grab all of the forms I shared in this post? They’re all part of my Ultimate IEP Organization Kit for Special Education. Head on over to check it out and start managing your caseload in no time!
