As educators, we work hard to ensure that every student, regardless of their unique needs, has access to a quality education. For students with Individualized Education Programs (IEPs) or 504 plans, this means implementing specific accommodations designed to support their learning and help them achieve their full potential.
As a special education teacher, I’ve worked with many general education teachers to help them understand and implement these accommodations, and I understand that, at times, they can feel like just one more thing on a teachers’ already very full plate.
However, implementing the accommodations is only one part of the equation – we also need to track when the accommodations are used, which can be challenging, time-consuming, and, at times, completely overwhelming!
I don’t want tracking IEP or 504 accommodations to feel like the straw that broke the camel’s back, but I’ve seen the importance of having clear and thorough data on several occasions, and I can’t emphasize enough just how thankful I was that I had the data. So, I want to help you establish a routine to take this tough task to a simple routine!
Understanding IEP Accommodations
Before diving into tracking strategies, let’s clarify what IEP accommodations are and why they matter. Accommodations are modifications or supports provided to help students with disabilities access the curriculum and demonstrate their knowledge on an equal footing with their peers. These can range from instructional changes, like additional time for assignments, to environmental adjustments, like preferential seating.
There are three main types of IEP accommodations:
- 1. Instructional Accommodations: Changes in how the material is presented or how students are expected to demonstrate their understanding.
- 2. Environmental Accommodations: Modifications to the learning environment to reduce distractions or provide physical support.
- 3. Testing Accommodations: Adjustments during assessments, such as extended time or alternate formats, to ensure students can effectively showcase their knowledge.
- Note: if an accommodation changes what the student is learning as compared to their peers, it is actually not an accommodation – it is a modification, which is a whole different ballgame!
Why Tracking Accommodations Matters
Accurate tracking of IEP accommodations is essential for several reasons:
- 1. Legal Protection – for you and your school district: Did you know that parents can request information about when their child is accessing each accommodation – even from years in the past? Tracking IEP accommodations is a simple routine that can protect you in the long run!
- 2. Informing Future IEPs: If a student often refuses accommodations or always takes twice as long as their peers on assessments, that is valuable data to inform the next IEP. Students outgrow some accommodations, and this data will help the team make informed decisions about what to continue, what to remove, and what to add.
- 3. Supporting Student Success: Tracking IEP accommodations can help ensure proper implementation of accommodations, which, in turn, can significantly impact a student’s academic performance and overall well-being. It’s a win-win.
Creating an Effective Tracking Routine
Creating a system to track IEP accommodations doesn’t have to be overwhelming. Here’s how you can get started:
- Choose the Tools that Work For You!
- I’m a big fan of digital accommodation trackers. They have so many benefits!
- 1. If you forget to complete it or add something at school, a digital log is easy to access from home, before it slips your mind again.
- 2. It’s easy to update – I use a Google Sheet with check boxes and easily click each box for each accommodation used on an assignment or assessment.
- 3. You can share with other teachers, teacher assistants, or administration with just one click.
- 4. It keeps it neat! If I’m in a hurry, I don’t have to think about my handwriting or wonder what I meant a few months ago – it’s all neat, organized, and legible!
- 5. You can’t lose it! Unlike notebooks, digital files are pretty hard to misplace! You can bookmark your tracking page and pull it up with just one click.
- If you don’t want to use a Google Sheets tracker, you could also use your school’s grading system to track accommodations by adding them as a comment on each assignment.
Set Up A Tracking Template
Your template should include essential information, such as student names, the specific accommodations they are entitled to, dates of use, and any notes on the accommodation’s effectiveness. I find it helpful to use Google Sheets and have a tab for each student to keep everything separate. I also color-coded students’ tabs based on their grade level or class hour.
If you have a student who refuses any of their accommodations, you can also track when you’ve offered the accommodation and when they’ve accepted it. As teachers, we have to follow the student’s plan regardless of if they want us to, which means continuing to offer accommodations that students may not utilize. Tracking their refusals can be helpful information to inform the next plan!
Establish a Routine & Stick to It!
Set a specific time each day or week to review and update your tracking system. Consistency is key to staying on top of accommodations. I include tracking accommodations as part of my “closing shift” at the end of each day at the very least. I know I’ll forget the specifics of who used which accommodation if I wait too long, so I try to do it as quickly as possible after giving an assignment, like during independent work time, passing time, or the warm-up activity for the following class.
Tracking IEP accommodations may seem like a daunting task, but with the right strategies and tools, it becomes a manageable and essential part of supporting your students. By staying organized, utilizing technology, and fostering open communication, you can ensure that each student receives the support they need to thrive.
Do you track IEP accommodations? Let me know what strategies work for you in the comments!
