Organization Superpower
Tips for Organizing Student Accommodations
Why Get Organized?
Whether you have been implementing accommodations for one student or twenty students, now is the time to get a good system in place for ensuring you are implementing individual student's accommodations appropriately. Instructors are legally required to implement accommodations within their online classrooms. The online classroom is very transparent and it is easily evident if accommodations are implemented or not. The student's accommodations have been determined to be necessary for the student to successfully participate in the educational environment.
To give the student the greatest chance for success, it is important to implement the specific accommodations. Not all students need the same accommodations. If an accommodation for extended time on assignments is not listed, then that student does not need that accommodation to be successful. If using graphic organizers to construct essays is an accommodation, then provide this organizational tool to the student before any lengthy written assignment. Every student comes to the table with their own strengths, weaknesses, learning style, and learning preferences. By implementing the accommodations, instructors can help tailor the course to meet the needs of the student. Having an organizational system that allows an instructor to see at a glance the specific accommodations of each student will help ensure the specific accommodations are implemented throughout the semester. In addition, having the information readily available in an organized format will help the instructor be efficient with their time. The instructor will not need to locate the accommodations for each student to be reminded of the accommodations.
Online learning continues to become a desirable option for many students, including special needs students. Every semester more and more special needs students are choosing to enroll in online courses. With continued growth and serving more students, it is important to get a good system in place now!
To give the student the greatest chance for success, it is important to implement the specific accommodations. Not all students need the same accommodations. If an accommodation for extended time on assignments is not listed, then that student does not need that accommodation to be successful. If using graphic organizers to construct essays is an accommodation, then provide this organizational tool to the student before any lengthy written assignment. Every student comes to the table with their own strengths, weaknesses, learning style, and learning preferences. By implementing the accommodations, instructors can help tailor the course to meet the needs of the student. Having an organizational system that allows an instructor to see at a glance the specific accommodations of each student will help ensure the specific accommodations are implemented throughout the semester. In addition, having the information readily available in an organized format will help the instructor be efficient with their time. The instructor will not need to locate the accommodations for each student to be reminded of the accommodations.
Online learning continues to become a desirable option for many students, including special needs students. Every semester more and more special needs students are choosing to enroll in online courses. With continued growth and serving more students, it is important to get a good system in place now!
Organizational Tips
Email Folders
Create a Special Needs email folder at the start of every semester. As you receive accommodations emails, place the email in the folder for easy retrieval and reference.
Compile a List
Keep accommodations for each student listed in one place for easy reference. This could be done by a sticky note on the desktop, an excel document, a word document, or a written hard copy on your physical desk.
This should also be the place to make notes throughout the semester as you learn additional information. For instance if a student is undergoing chemotherapy or is enrolled in a residential treatment facility and is unable to work for an extended amout of time, then it is insensitive to send mass emails to “be sure to get your work in as quickly as possible.”
Create a Pending Place
A pending place can be helpful to house important information that you don't have time to deal with right away, or when you receive emails at the beginning of the semester for a student that is not enrolled to start in the course right away. Place emails that need to be addressed in a pending folder and review weekly or prior to each start date.
Weekly Email Reminders to Yourself
If you have a difficult time remembering to send a weekly check-in to a student, create a task within O365. You can create a new task with recurrent reminders to pop up in your email. For instance, you could have it alert you every Wednesday at 4:00 pm. When you receive the reminder, you send the check-in email to the designated students who need it. There are also apps such as Remember the Milk that will also help you create to-do lists and then send you reminders to get them accomplished.
Use Created Stamps and Templates
Use already created special needs stamps for feedback and email templates. Don't reinvent the wheel. For email templates already created for a number of special needs topics visit: https://www.thinglink.com/scene/616289026877423618 .
When entering feedback with zeros after each due date, use a specific special needs stamp that indicates their given extension to Monday morning at 8:00 a.m. This will help eliminate concern emails of late penalty points being deducted.
When entering feedback with zeros after each due date, use a specific special needs stamp that indicates their given extension to Monday morning at 8:00 a.m. This will help eliminate concern emails of late penalty points being deducted.
Create Special Needs Groups
In the grade book, instructors can create specific groups. By creating a group for students with the accommodation for extended time for assignments, then teachers can choose to view these students at one time while grading. Entering specific feedback or ensuring you are grading appropriately can be done through this view.
*Please ensure to be sensitive with the naming of the group. This is because the students can see the names of the group that they are enrolled within. You should NOT name the group "Special Needs" or "Has Extended Time." You could name the group anything nondescript (ie. yellow, blueberries, kittens, etc.)
*Please ensure to be sensitive with the naming of the group. This is because the students can see the names of the group that they are enrolled within. You should NOT name the group "Special Needs" or "Has Extended Time." You could name the group anything nondescript (ie. yellow, blueberries, kittens, etc.)
How to Organize Accommodations Template Ideas
Teacher Responsibilities
When you receive an email outlining accommodations for a specific student, what are the instructors responsibilities?
- Read the Teacher Expectations in the accommodations email and ensure you follow through with each bullet point listed.
- Reply All to the Accommodations email acknowledging receipt of accommodations.
- IF the student has an accommodation for extended time on quiz items (quizzes and tests), be sure to add extended time within 3 days of the student entering your class or of receipt of the accommodation email.
- IF the student has an accommodation to reduce coursework, then within three school days of the student entering your class or receipt of the accommodation email, indicate in the gradebook feedback the grade items which are not required and/or items which are reduced/shortened. Place a stamp indicating the exempt/reduced items AND mark the item "exempt" within the gradebook.
- IF the student has an accommodation to be check-in weekly, then schedule a day to check-in. Follow through and email the student regularly.
- Document all communication!
Know When to Call the Cavalry
Never be afraid or embarrassed to ask for help. The Special Needs Team is here to be a resource. If you have any questions, need a specific resource, need help communicating policy, and more; please communicate with us!
- Sarah Newman
- Christina Hernandez
- Alan Hendrick
- Kelly Walker