1. Keeping It All Together:
The Importance of Using Student Data Binders for Students with Disabilities
Donna Reno |Chief of Innovation
Charlene Comstock-Galagan | Inclusion Support Facilitator
St. Helena School District
Hello and Welcome to Keeping it All Together: The Importance of Using Student Data Binders for Students with Disabilities. This is Donna Reno, Chief of Innovation for St. Helena Parish School district and Comstock-Galagan Inclusion Support Facilitator for St Helena Parish. We created a tool out of necessity which we have been asked to share with you. We see it as a work in progress and have learned much during the first year of using it, mostly about how to organize it and in the long term hope to make it electronic.
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2. Attendance
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3. Considerations
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4. People First Language
“People First Language puts the person before the disability and describes what a person has, not who a person is.”
Kathie Snow. (n.d.) A few words about People First Language. Disability is Natural. Retrieved August 1, 2012 from

5. By the end of this session participants will:
know the importance of keeping data in an easily accessible and portable system;
identify the essential student documents to collect and organize;
be able to generate a student data binder to fit the needs of their local school community.
In the interim, we offer you this step to help you prepare for your upcoming year, or to prepare information to be used by teachers you support or supervise. By the end of this session we intend for you to

6. Poll Question This question is to assess your knowledge of the topic BEFORE the webinar. At the end of the webinar, we will assess if your knowledge increased.
I have knowledge of the essential documentation for student data binders to collect and organize for Students With Disabilities

7. The importance of keeping data in an easily accessible and portable system
Student Data are needed daily where teachers and students are working.
Student Data is often stored in different locations and in different formats.
Teacher evaluators and coordinators do not have a strong reference for what special educators are doing when providing service.
Practicing Teachers said having a way to have data at their fingertips would make their jobs easier.
How useful would it be to have information in one place, accessible & portable?
Student Data Binders make it easy to have all this & more at teacher fingertips in real time.
When asked what supervisors could do to make their jobs easier, teachers in our district said give us all the information we need to do our jobs in one place so we don’t have to run around gathering all the time.
Of course, other advantages to keeping data easily accessible and portable include…

8. GETTING IT ALL TOGETHER: Essential Student Documents
Large Districts may need 2 binders per grade level
Calendars
District & Parent Contact Info
Parent Conference Info
IEP Snapshots
BIPs
Lesson Plans
Co-Planning Documents
Behavior/Discipline Data Sheets
Benchmarking Data
Student Services Verification
Teacher Schedule
Student Roster
Testing accommodations
IEPs & Progress Reports
Health Plans
Here we have started a list of documents our teachers identified as essential. This list should be customized according to the needs of your district or school.

9. Useful to have at hand because (when)
Essential Documents
Useful to have at hand because (when)
Calendar IEPs and Evaluations Due
Ongoing reminder of upcoming due dates.
District & Parent Contact Info
Parent Conference Info
In case of student emergency or other need to contact parent-reference for content of last contact
IEP Snapshots BIPs
Testing accommodations
Lesson Plans
Co-Planning Documents
Addressing current IEP goals in weekly planning; providing accommodations in daily classes; guidance for teaching and co-teaching weekly
Behavior/Discipline/other Data Sheets
Daily/weekly collection of student data and performance documentation
Benchmarking Data
Current information on student performance impacts planning
Student Services Verification
Daily Documentation of services provided in real time saves remembering
Teacher Schedule
Student Roster
Teacher evaluators, support providers or substitutes can see where you are and with whom you work.
IEPs, Progress Reports, Health Plans
Review and revision annually or more frequently
Here we have started a list of documents our teachers identified as essential. This list should be customized according to the needs of your district or school. In addition, your teachers may find a need to order the sections differently or even to split the binder into 2 binders. Perhaps in a large district, each teacher might have one or even 2 binders per grade level, divided in a way that is most portable and useful. For example, IEPs, progress reports and health plans not being used on a daily basis might be stored in one binder in the locked file cabinet, and removed for necessary meetings and conferences, while a binder with daily information like IEP Calendar, Snapshots, Accommodations, Data Sheets and Services Verification are removed from the file cabinet daily and replaced before leaving.

10. Getting It All Together
Materials Needed:
3” Binders, one (or more) per grade level
Sheet protectors, one per section, per binder
Card stock for section dividers
Index dividers for IEPs and other individual student documents
Template from teachers Pay Teachers for cover, section dividers, etc. *
Copy paper
Original forms
In order to create the Student binder, here is a list of materials you will need. Imagine this:
A big 3 ring binder will be divided into sections with card stock in sheet protectors. Within those sections, we may use index dividers for documents that will be filed by student name, for example the IEP section. *

11. Forms Included in St. Helena Binders
Because of the small size of our district, we think of the information in the binder in 2 categories: the first has to do with the class as a whole, the second has to do with services to students.
This chart lists the color of card stock used for the section divider, the title of the section and the information which should be included in that section.
For example, you will find an ORANGE sheet of card stock in a sheet protector with the title CONTACTS on it, and in that section of the binder will be student alert forms, District contacts and passwords.

12. Calendars: Monthly Important Dates IEP & Evaluation Due Dates
IEPs Due
January
February
March
April
May
June
July
August
September
October
November
December
Teachers keep a calendar of important dates, filling in all regular meetings, PDs and school activities at the beginning of the year and adding to the calendar as they go.
In addition, at the beginning of the year, teachers review IEPs and create a “due date” calendar for IEPs and evaluations for every student.

13. Contacts: Parents, District, Passwords
Contact sheets and passwords for teachers and students are recorded

14. Teacher Schedule & Student Roster
Teacher Schedule and student roster are included. These documents are also useful for administrators who come in to observe.

15. Testing Accommodations
Teachers print the testing accommodations from SER so they are at hand for in class delivery and easy access for documentation as needed.
Print from SER

16. Planning Documents File as you go… CO-PLANNING DOCUMENTS
All teachers except one in St. Helena are expected to co-plan with general education co-teachers. Their co-planning activities are documented using this form from the SUNSCenter, turned in with the general ed teacher’s lesson plan and then filed in t he binder.
File as you go…

17. Student Service Verification
Special Educators are required to document their service to students on this form and turn in a copy to the Chief of Innovation at the end of each month. They file their own copies in their binder.

18. IEPs Print from SER IEPs & IEP Snapshots
IEP Snapshots are useful for both special educators and general educators. We de-personalize them either by using first name last initial or by using a student number. For general educators, they take the place of the bulky IEP in the binder for planning purposes and easy access. Each general educator receives a copy of this for every student in their class because they do not have locking file cabinets and cannot store full copies of the IEPs.

19. Student Info & Parent Contact log

20. Data Sheets (any kind) filed by student

21. Student Binders are Monitored Monthly

22. What would it take to turn this into an electronic resource?
Think about creating a student data binder to fit the needs of your department or school…
What information will you include to make teacher/related services staff’s jobs easier?
What would it take to turn this into an electronic resource?

23. Thank you for your time and attention! Best of luck with your binders!

25. Building Capacity
When you leave today, what will you do with this information?
How will you share it with others in your district?
When will you share it? (Timeline)

26. Poll Question
My knowledge of the essential documentation for student data binders to collect and organize for Students With Disabilities increased after this webinar

27. St. Helena Parish School District Contact Information
Chief of Innovation
Donna Reno
Inclusion Support Facilitator
Charlene Comstock-Galagan
The contents of this PowerPoint presentation were developed under a grant from the US Department of Education, #H323A However those contents do not necessarily represent the policy of the US Department of Education, and you should not assume endorsement by the Federal Government.

28. Webinar Wednesday Series
February 4 - Data Based Decision Making | Triangulating of Data to Measure Implementation of SPDG Focus Areas; watch at
February 11 – Culturally Responsive Practices| Addressing Discipline Guidebook-Data, Policies, and Practices
March 4 – Family Engagement | Connecting the Dots: Linking Family Engagement to Student Learning