Organizing Paperwork

- Color-code everything, including files and student work.  Use different colored paper for each subject or class, so that you can easily identify related papers.  Use colored markers to label supplies for each of these groups.

- Assign numbers to each student.  Use these numbers to quickly label textbooks, sign out classroom library books, distribute supplies, etc.

- Use a plastic accordion folder to organize and store student work according to subject, class, or instructional period.  This can be easily transported between school and home, keeping papers neat and orderly.

- Keep an abundant supply of frequently used forms (attendance, hall passes, late slips, nurse referrals, lunch count, etc.) readily available. 

- Maintain a good filing system to organize special education student records, units of instruction, curricula documents, committee memos, student worksheets, holiday materials, journal articles, instructional supply catalogs, etc.  Clearly label the contents of each drawer and file folders alphabetically.  Be specific in labeling your file folders.  For example, instead of having a file called “Health,” make individual folders for “Exercise,” “Nutrition,” “Grooming,” etc.  As you work with the system, you may need to modify the organizational structure to meet your own needs.  Periodically cull your files to eliminate outdated and unnecessary papers.

- Keep copies of student IEP’s in a binder on your desk for quick reference and documentation purposes.  Record dates of instruction and assessment results right on the copy.

- Construct a table that integrates Special Education goals and objectives with your district curriculum and state standards.  This can serve as an easy reference when writing Educational Recommendations and IEP’s, and facilitate documentation of student progress.

- Date everything and keep in chronological order.  A rubber stamp with changeable dates is a good investment.

- Use stackable paper trays to organize papers for individual subjects or periods.  Other sets of stackable trays could be used to organize school announcements, department memos, committee documents, conference information, parent communications, paraprofessional assignments, notices that require immediate attention, and notices that will have to be read and filed later in the week.  Make it a habit to use the trays, rather than making one pile on your desk.

- File memos chronologically in a binder for easy reference.  Before filing, mark important dates/times on your calendar.

- Create an “in-box” where you can temporarily store informational memos, directives, and staff development documents that you get throughout the school day.  Try to read and file them at the end of each day.  Don’t let them pile up on your desk.

- Make a daily schedule template that includes routine duties, procedures, and activities.  That way you can create detailed daily plans by filling in the specific information.

- Organize your curricular materials, manuals, and handbooks for quick reference by tabbing frequently used pages.

- Complete an index card for each student, listing personal information, contact information, and other relevant data.  Keep them in a small file box on top of your desk, so that you can easily document classroom incidences, parent contacts, etc. throughout the school year.  Some teachers find that an index card is not large enough and prefer to use a one-page sheet on each student.  These could be kept in alphabetical order in a binder.

- Use a small file box to store student portfolios.  Not only do portfolios document student work, but they also serve as a tool to communicate with students, parents, and other teachers.

- Make templates for frequently used forms and letters.  These can be used to communicate with office staff, parents, paraprofessionals, students, and other teachers on such topics as: procedures, discipline, academics, field trips, progress reports, detention, warning letters, assignments, modifications/adaptations, etc.  You can make forms and letters such as: book report form, note to substitute, seating chart, homework chart, parent concern letter, etc.

- Create a spreadsheet listing each student’s name, address, phone number, and corresponding data for special education paperwork.

- Create a checklist that alphabetically lists the students in your classroom.  Skip a space between each name to accommodate new students.  Make several dozen copies and use them to record assignments submitted, parent contacts, projects completed, materials returned, etc.

- Make several sheets of labels with your name, class/program, school, and school address.  These can be used to quickly label classroom supplies and to complete forms.

- Teachers are often required to keep track of in-service programs and hours spent on professional training.  Use a 3-ring binder to do this.  Create a title page to document the date, topic, and number of hours spent in each session.  File the agenda and handouts for each program in the binder.

- Keep two trays or boxes for students to submit completed work and file homework assignments.  If space is limited, wall-mounted file trays might do the trick.

- Create “Work in Progress” folders for each student, so they have a place to store and retrieve unfinished work.  These folders can be filed in a milk crate or portable file that’s always available to the students.

- Make an “Extras Tray” for storing left over handouts and worksheets.  Students can use this tray to obtain a specific worksheet if they were absent or lose their copy.  Make sure you always keep one copy for yourself to use as a master copy.

- Make a “No Name - No Credit” box or tray where you place papers that students have submitted without a name.  Encourage students to periodically check the box for work that might be theirs.

- Make a flip card chart to record student information and anecdotal records by taping index cards in an overlapping step fashion onto a clipboard.  Write each students name on the bottom of each card, so you can still read each name.  It’s easy to flip through the cards to record specific data, and the information is covered by the other cards, protecting student privacy.

- When you see an idea that you like in a journal or magazine, cut it out and file it rather than keeping the whole magazine.  If it’s not your magazine, make a copy of the article to add to your files.

- When you check your mail, immediately prioritize items in order of urgency of response.  If you can respond with a few words, do so immediately and return to the sender.

- Create a “Classroom Assistant Notebook” in which you can place specific instructions and copies of forms that he/she will need to use while in your classroom.