Ditch the Data Binder!

Did she really just say that? Yes, yes I did. However, I am not talking about ditching your data at all. Just the binder! I hate paper. And this may sound like a wonderful environmentally conscious thought. But it really comes down to I dislike having to keep track of it, store it and figure out what to do with it the next year once students have moved on. (In Texas we are required to keep all data for two years after a student leaves us) This year I created a digital "dashboard" for all of my students, their IEPs, goal tracking sheets, progress monitoring forms, and other information I need quickly at my finger tips. This makes going to IEP/ARD meetings a breeze and all I need is my computer. If I am working from home and need to quickly pull something, all I have to do is pull up my student dashboard and it is all right there.

You can do this too! You probably already have a Google Apps for Education account. If your school doesn't offer this, then you can create a free Google account. As I walk you through step by step, please note that these images are all mockups and no actual student data is displayed.

The first thing I would like to point out is that these new drop downs available in Google Sheets and Docs are one of my favorite features! Not only are they so useful, but they make your spreadsheet pretty. Here is a quick video on how to add these fun and useful drop downs to your documents.

Data Sheet & IEP Columns

Another fun feature Google has added in recent years are the file chips for other files located in your Google drive. When you click on the chip it offers you a quick visual preview and some information about the file. Interested in this data sheet? Check it out from Niki's store, The SPED Toolkit! These simple goal tracking sheets allow everyone who interacts with a kiddo to input data and case managers can see data input in real time. To add a file chip, simple highlight the file in Google Drive, copy it (command/control + C) and then paste it into the desired cell (command/control + V). Once the link has populated you simply press tab and it will turn into the pretty chip instead of the long ugly link.

The IEP files are done the same way. I upload all of my students IEP PDF files into a Google drive folder and follow the same process.

ARD Dates and Input Due Columns

ARD stands for Admission, Review, Dismissal and it is what Texas calls and IEP meeting. For these columns I input when the ARD is due in the first column. Our input is due to the case manager 15 days prior to the ARD, so I used a formula (=I2 - 21) to show three weeks before the ARD due date. I then used conditional formatting to highlight any dates coming up in the next week.

Documentation and Progress Monitoring Data The last columns have space for any documentation documents I might need for anecdotal notes, behavior tracking and progress monitoring documents. Still tracking those on paper? Guess what? I digitized those too! You will notice that the DIBELS column is just a normal hyperlink. My district has a Microsoft based document required for tracking this, so I linked it through One Drive/Sharepoint for easy access.

This project did take a little bit of time to set up at the beginning of the year, but it has saved me so much time now that the school year is going. I love my student dashboard and use it multiple times throughout the day. I was able to quickly make a substitute attendance sheet and progress monitoring checklists. It is truly a growing and customizable document.

What ways have you used Google Sheets to streamline and make your day more efficient? What are ways that you WANT to? Do you have multiple 2 inch binders cluttering up your space that you'd love to get rid of? Take a step and use the tools already available to you to save your sanity today!