As a School Psychologist, the evaluation process is one that will always be part of my job.  At times, I love being able to help discover the best learning techniques for students.  Other times, I feel as though there are so many evaluations, that I don’t get to spend all of the time I want on each one.

One thing that has helped me stay above water is…you guessed it…being organized! Here’s how I organize my evaluations.  I follow a process I have been using for 5-6 years now, and it has worked so well for me!

1.  The Folder
   • I actually think I have been using this system since I became a School Psychologist.  The very first thing I do when I have a new evaluation (or trieenial) is to create a green file folder.  I do two things with it to start off:  staple my Testing Planning Form on the front, and staple a copy of the consent for testing in the back.  These two are helpful for referencing the tests I need to do, and what the rest of the team is doing.
2. The Testing Planning Form
   • This makes me a bit of a nerd, but I just love a good form.  After starting a folder for each of the evaluations I need to do, I then go through and fill out the testing planning form for each one.  I get this information from the consent for testing sheet and decide what specific tests I need to do (KABC, WISC, NEPSY etc.) and write those down.  I also circle if I need to get a developmental, etc.  Here are the two versions I created-1 & 2
3. Fill ’em up!
   • Once I have the form on the front of my folder filled out, I fill up the folder with whatever forms I will need.  I always include an observation form and student interview and then add in my file review form and others as necessary.  I then add the protocols I need and pull out any rating scales.
4. Send ’em off!
   • At the same time, I’m filling up folders, I also get teacher and parent protocols ready to send out.  I put all parent forms in an envelope and attach my snazzy label and all teacher forms in a green plastic (somewhat obnoxious)  envelope.  I print out my testing forms and put them in teacher mailboxes or in the child’s backpack.
5. Check things off
   • When I have sent off the rating scales, I check them off as sent on my folders.  There have been so many times I could not remember who I had sent things to and what, so this is a very necessary step. I do all of the above on the same day, at the same time.  Even if I don’t plan on testing the child for a few weeks, I feel so much better-knowing everything is ready to go!

6.  Planning testing sessions

• If you have read this blog (or this post thus far, for that matter), you can probably tell that I’m not a “fly by the seat of your pants” kind of gal.  I like to plan out my testing sessions ahead of time, or at least 3-4, depending on what I think I can get a WISC or KABC done in.  I immediately put these dates in my calendar and send them to the teacher, plus anyone else who is working with the child.  I cross my fingers and hope it works!

7.  Along the way

• Along the way, I write down the date I see kiddos on the testing forms, and check off when I receive things back.  This way, I can easily glance at the front of the folder to see where I am in the process, and what I need.

And then, all there is left is the small task or writing the report!  🙂