October 21, 2012

Data Keeping

One of the things I really struggled with last year, which was my first year working as a school speech pathologist, was organizing my student data. My caseload had quadrupled compared to what it was at my previous job (at a private pediatric outpatient clinic), and the world of IEPs, quarterly progress reports, and parent-teacher conferences was all new to me. My method of data-tracking has evolved many times throughout the past few years.

At the pediatric clinic, we had to write daily SOAP notes, so I kept track of all my data for each patient's session each day all on one notepad. After I was done writing my SOAP notes, I shredded each paper. This method carried over into my first month in the school setting last year. It didn't last long:

I don't recommend this.
*Names are fictional*

Suffice to say, it was a bit chaotic, unorganized, and messy for the school setting. I had to keep track of all my papers, then sort through them in order to make progress notes, or to look up a student's progress in order to complete IEPs, etc.

2) So I moved on to using the Log of Services page that was in the online IEP program my school district used. Each student had their own form to track data on, but a new form needed to be started each month. I quickly got sick of filling out new forms for my students each month and again having multiple sheets to keep track of for each student.

3) Finally I designed my own data form:

At the top of the sheet is room to write the student's goals they are working on. And at the bottom I write the times their sessions are scheduled. Each morning, I pull out the forms for all the students I will see that day, in the order I will see them. I keep the rest of my forms inside my clipboard.

In the state I work in, we are required to graph student data on the web IEP system at least every two weeks. I can quickly glance at a student's data sheet at the end of every week or two and enter in their current data.

I love this system. It works great for me. All my data for one student is in one place. I can quickly plan ahead for the next session by writing activities on the next line, and each sheet holds many weeks' worth of data. I usually only need two sheets for a whole year for one student.

This is what works for me, it may not be best for you. But if you are interested, you can download a copy of my data sheet here. Hope you find it helpful :)

Leave a Comment: What are your helpful hints for tracking student data?


  1. Thanks for the data sheet. (Very cute!) I have created a service log to document my sessions but have enough space to take my data on during each session. It lasts me a couple months before I have to get a new one. I just copy the goal page from the IEP and stick it with the data sheet to save me from having to rewrite the goals.

    Talking With Rebecca

    1. Great idea! Recently, after each session, I have starting jotting down the number of minutes the student was seen on the right-hand side of the paper so it is easy to go into the student's service log and track monthly minutes. And after each session I usually make a quick note on the next line of what I would like to address next time.

  2. Wow-only 2 sheets per year-that's great! I've used SOAP notes before-that's a lot of writing. Glad Speech2u