Using Google Forms to Get Started with Scheduling Therapy

use google forms to get started with the scheduling process

When trying to attack the daunting task of scheduling therapy in the past, I have handed out scheduling forms for teachers to attach their schedule or to write down the times that will absolutely NOT work for me to meet with students from their classroom. This has worked fine, but still resulted in me shuffling through a dozen different teacher responses to figure out how to fit my students into the times available. And you know there are never enough times available.

This year I decided to approach this in a different way at one of my buildings. I created a Google Form for teachers to fill out in which they can select all the times that WILL and WILL NOT work for me to meet with their students. Here's how:

Step 1: Sign into your Google account and go to Google Drive.

Step 2: On the left-hand side of the screen, click "new", then "more", then "Google Forms".

Step 3: Make sure to name your Form at the top, and then you can start adding questions. The "Question Title" is where you type what you want your question to say. This is what will show up on the response spreadsheet (more on that later). I made my first question "Name" so that I would be able to see who each response belonged to.

Step 4: Select the Question Type. Google Forms has a lot of different question types, but for this scheduling form's purpose I chose "Checkboxes" because I wanted teachers to be able to select more than one answer. You can also choose whether or not you want your questions to be required. I used the "Help Text" to provide further instructions ("Please select all times that would work for students to go to therapy.")

Step 5: To add another question, click "Add item". You will go through the same steps as you did to create previous questions. In this case, I created another question that allows teachers to select all times that do NOT work on a specific day of the week.

Step 6: This is optional, but at the bottom of my form I added an additional question using the "Paragraph text" option. This is a space where teachers can type in any other information that might be helpful for me to know.

Step 7: When you've added all the questions you need, you can change the look of the form by clicking "Change theme".

Step 8: When you are ready to send your beautiful form out to all your teachers, scroll to the bottom of the screen and click "Send form". A pop-up box will allow you to copy a link to the form or type in email addresses to send invitations to.

Once people respond to your survey, their answers are automatically compiled into a handy spreadsheet for you to see their responses all in the same place! Now you will be able to have just one form to refer to when attempting to schedule students. (cue heavenly music)

Unfortunately, you're still on your own to put it all into an actual therapy schedule...but at least this is a great starting point! I liked that I wasn't shuffling through a stack of notes and teacher schedules to figure out where to put students on my schedule. So will you try this out? Let me know how it works for you!

If you'd like to watch a more detailed video tutorial, this is a great one on YouTube.

P.S. I also see this being a great tool for creating progress monitoring "quizzes" for students working on vocabulary skills!

Back to School Week: Scheduling Tips & Tricks

Back to School Week continues with tips and tricks for scheduling

Back to School Week continues here on Schoolhouse Talk! In case you missed it, yesterday's post was all about 6 Helpful Documents for the First Week of School. Today, we'll be thinking about the dreaded task of scheduling! 

This post originally appeared on September 19, 2012, but has been slightly updated.

As a student, the beginning of each school year comes with lots of exciting things. Shopping for a new outfit to wear on the first day of school, checking off the supplies on the classroom supply list, etc. Picking out folders was my favorite - what other children of the 90s out there can remember Lisa Frank school supplies?! I secretly was excited at the end of each summer when the class lists were posted. Summer always seemed to last too long, and I was always excited for school to start again. I was a huge nerd.

As a school employee, the beginning of each school year has a bit of a different feel. Yes, all the newness and excitement radiating from the students is a bit contagious, but mostly we long for summer break to start all over again. And as a school-based speech-language pathologist, the beginning of school means scheduling. Bleh. I am so fortunate this year as my caseload is starting out relatively low. I am serving two elementary schools plus birth-3 home visits in two neighboring towns. But I know some SLPs whose caseloads are pushing 80 students or have 3-4 buildings to schedule in the same 5-day school week.

My first year working in the school setting, scheduling 53 students at 2 different buildings was such a big source of stress. I had at least two different excel spreadsheets, class lists, a list of how I was going to group the students together, and a school calendar all on my desk at once. I think it took me a whole work week just to get the schedule to fit. It was a nightmare!

source

I was determined to complete my schedule differently this year. Somewhere over the summer I read the idea of using Post-It notes for scheduling, and I thought it was genius! So here is how I completed my scheduling this year...

I gave each teacher this form that listed the students in their classroom who have speech services along with the minutes required each week for services, and asked them to attach a copy of their class schedule or list the times that will NOT work to pull students.

Click here to download your own copy of these forms. I had more of my personal information on the slips I gave to teachers, but modified the document for general use for the purposes of this upload.

Once most of the teacher slips had been returned, I was ready to get scheduling! First, I organized my Post-Its by grade: preschoolers off campus got orange, preschoolers on campus got blue, Kindergarten got green, and 1st grade got pink. Home visits got yellow. I wrote administrative/lunch/regular meetings on purple notes. Each student got a Post-It with their name/grade/teacher, how many minutes of therapy they were required each week, and the times the teacher had said were okay to pull the student. If a student was to be seen twice a week, they got two Post-Its with their name.

Then I made a giant 5-day schedule, divided into 20-minute increments (mostly for a guideline - it would be unrealistic to be able to fit my students perfectly into the designated time slots). A white board would work really well too.

From there, I went to town sticking Post-Its into time slots that worked based on the times teachers had given me. I didn't need to keep referring to an excel spreadsheet to see teacher times or look back at old emails - everything I needed was right on the Post It. If a time didn't work, or if I needed to move a student to a different time, I could just pull off the Post It and move it to a different spot.

Scheduling was still a bit tedious since these students are all new to me, but it only took me one day to finalize my schedule this year. Woohoo! Of course, I know it's not actually final, and that conflicts and additions are bound to arise. But I think this was a pretty great system to use this year and I will more than likely tackle the project the same way in the future.

Leave a Comment: What tips do you have for making scheduling easier?

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UPDATE (2013): I've read some great tips on Crazy Speech World's instagram photo. I especially like basketball_mom_23's idea:

"I start with a document with all of the kids names down the left side and time slots across the top. I fill the squares in red for the Times that they are not able to be pulled (recess, specials, etc.). It makes it easier when I put groups together to find the common white areas to schedule those groups in. Also a quick reference for the rest of the year to check availability to do makeup therapy."