How to Organize Special Education Paperwork
- rpgreerconsulting
- Feb 28, 2023
- 2 min read
Whether a novice or veteran special education teacher, organization skills will be challenged through mountains of paperwork. The application of organizational skills would benefit the preparation and accessibility of special education paperwork. Additionally, it will yield more time working with students and decrease workspace clutter.
Check out these simple tips.
Tip #1: Sort your Paperwork
Sort paperwork into different categories. These categories can be a one word phrases such as "file" or "urgent" to provide guidance for next steps. Sort documents by conference type (i.e. referral, reevaluation, manifestation determination). Also consider, sorting documents to keep permanently, documents to keep temporarily and things to shred.
Tips #2: Label Your Files
The key is to create main categories (ie. by grade level, by conference due dates) and clearly label the tabs on your hanging files. You may even want to color-code each category to make it easier to find the tab you are looking for. Be sure to label your files so they are manageable and easily accessible for scheduled and unexpected conferences.
"I went to school to be a special education teacher, yet I spent most of my day holding meetings and filling out paperwork”. (Mehrenberg, 2013, p.6)
Tip #3: Use A Locked Filing Cabinet to Protect Confidentiality of Student Records
You will have quite a bit of paperwork and files which contains confidential information. You will need to use a lockable filing cabinet. To enhance your filing system, use both hanging files and internal file folders. This allows you to easily find and access the documents you need and then replace back where they belong when you are finished with them. Again, follow your labeling system and keep file cabinet locked.
Tip #4: Shred Often
To protect confidentiality of student information, regularly shred draft paperwork and temporary files that you no longer need. Pay special attention to anything with identifiable information. Shredding also add volume to workable work space which decreases clutter.
Tip #5: Ask for Help
Seek out mentors to answer questions about paperwork and ask to see quality examples of completed forms. Plan ahead to allow time to receive feedback on drafted paperwork. Then, create a filing system to organize those supports provided as a guide for future reference. Ask for help!
Furthermore, it can be assumed, special education teachers understand the expectation of completing paperwork; yet, they may feel overwhelmed by the process. Regardless of one's years of teaching experience in special education, possessing simple organizational tips carries the potential to ease paperwork overload.
Sources:
Mehrenberg, R. L. (2013). An Exploratory Study of Successful Paperwork Management Techniques for Novice Special Education Teachers. Journal of the American Academy of Special Education Professionals, 104–117.
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