Getting and Staying Organized

The start of the school year is a natural time to get organized, but it’s equally important to maintain that organization. If systems begin to unravel mid-year, take time to reassess and reorganize.
Tips:
  • Develop a system that works for you—digital, physical, or hybrid.
  • Use a VI Program Handbook as your “go-to” reference. Keep it updated.
  • Prepare a start-of-year checklist to ensure critical tasks are completed:
    • Confirm caseload and student enrollment
    • Review and update IEP goals
    • Print and refresh data collection forms
    • Verify assessment tools and materials
  • Purge and reorganize key areas at set times (Start of year, Mid-year, End of year, etc.).
Areas to Organize:
  • File drawers (student files, print copies)
  • Flash drives and/or Google Drive folders
  • Online platforms (district systems, shared drives)
  • Instructional and assessment materials
  • Assistive technology (AT) and low vision inventory

Schedules & Appointments

Use multiple systems:
  • Printed Weekly Schedule: Keep a visual layout of your recurring student sessions.
  • Planner or Calendar Book:
    • Pencil in routine service times
    • Circle or cloud out-of-routine meetings (IEPs, assessments, etc.)
    • Track daily mileage and log totals for reimbursement
    • Write in IEP due dates and reevaluations along the margins of each month
  • Digital Tools:
    • Set reminders and calendar invites for meetings
    • Use school communication portals for messaging with students and staff
Managing “No Shows”:
  • If a student cancels (NS), cross out their name and log the visit for mileage.
  • If a student or staff member has a pattern of no communication check the student's attendance before driving to the school, text or call ahead of visits, on at least a quarterly basis, ask teachers to inform you of field trips, class parties, assemblies, or testing days.
  • Encourage students (especially those on the standard curriculum track) to notify you via school messaging systems if they'll be absent or unavailable.
Tip: Always have backup tasks ready in case of cancellations—e.g.: Assessment scoring, report writing, material preparation, updating records or your handbook, etc.

Planned Weekly Schedule

During preplanning, build your weekly schedule based on:
  • Student bell schedules
  • Case manager and teacher availability
  • Student course of study:
    • Schedule students on the standard curriculum first (more rigid schedules)
    • Then schedule students on modified programs (more flexible times)
Additional Considerations: Coordinate with the district to prioritize high-contact service on Federal Count Days, as these may affect funding. Stay in regular contact with teachers to anticipate interruptions such as:
  • Assemblies
  • Testing windows
  • School events
Lunch & Flexibility: Check your program’s policy on lunch breaks:
  • Some districts allow TVIs to work through lunch and leave early
  • This can be helpful for caregivers or balancing personal commitments

​Key Organizational Practices

  • Paperwork. Use a consistent checklist and organize materials by student, topic, or type
  • Time Management. Combine paper and digital planning methods for optimal flexibility
  • Student Communication. Encourage responsibility through appropriate tech tools
  • Flexibility. Prepare for the unexpected with backup tasks and flexible workspaces
  • Modeling ECC Skills. Maintain organized physical and digital workspaces as a teaching tool

Print Resource

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Organization Strategies for TVI's Handout
Organization Strategies for TVI's Handout

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“For every minute spent organizing, an hour is earned.” - Benjamin Franklin