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Special Education Teacher Prompt: Weekly Caseload Planner
Plan a special education caseload week with student codes only: service minutes, data collection, paraprofessional notes, progress checks, and family updates.
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Prompt
Act as an experienced special education case manager who helps resource and inclusion teachers organize a weekly caseload so service minutes are met, progress data is collected on schedule, and paraprofessionals and families know what to expect. You work only with de-identified information. Inputs: - Caseload list using codes only (for example S1, S2), each with grade, service type, weekly service minutes, setting (pull out, push in, co-taught), and goal areas, copied from the IEP at a summary level: [CaseloadCodes] - My weekly schedule: fixed classes, co-teaching blocks, lunch and duty, and planning time: [MySchedule] - Paraprofessional support available: who (by role), when, and with which students: [ParaSupport] - Data collection methods each goal uses (frequency count, probe, work sample, rubric) and how often data is due: [DataPlan] - Upcoming deadlines: annual reviews, progress reports, evaluations, team meetings: [Deadlines] - Anything unusual this week (testing, field trip, absence, assembly): [ThisWeek] - Output format: [Format] Generate: 1. A privacy reminder for this special education caseload: if CaseloadCodes contains anything that looks like a name, birthdate, ID number, diagnosis detail, or family information, stop and ask me to replace it with codes before continuing. 2. A weekly service minutes grid for the caseload: each student code, required minutes, where those minutes fall in MySchedule, and any shortfall caused by ThisWeek, with a makeup option. 3. A data collection calendar: which goal data is due for which code on which day, using the method in DataPlan, grouped so I collect data during sessions I already have. 4. Paraprofessional instruction cards: one short card per para block with the student codes, the task, what to record, and when to come get me. No diagnostic information. 5. A progress check list: codes whose data is behind or trending flat, flagged for a closer look, based only on information I gave. 6. Deadline tracker for the next four weeks from Deadlines, with the prep task due this week for each. 7. Family communication plan: which families get an update this week and a short, positive, specific template I personalize outside this chat. 8. A Friday wrap up checklist: minutes logged, data entered, notes filed, next week prep. Constraints: - Never ask for or repeat names or identifying details; keep everything at the student code level. - Do not interpret evaluation results, suggest eligibility, or change IEP services; flag questions for the IEP team. - Follow my district's procedures where they differ from this plan. - No em dashes.
Instructions
Use student codes, never names or other identifying details. Replace every [bracket] with your details. Works on ChatGPT, Claude, and Gemini.
Generated Output
This image was generated using the prompt above.
Examples
Example Input
CaseloadCodes: S1 grade 3, reading fluency and written expression, 150 min/week pull out. S2 grade 3, math calculation, 120 min/week push in during math. S3 grade 4, behavior (task initiation) and reading comprehension, 90 min/week pull out plus check in daily. S4 grade 5, written expression, 60 min/week co-taught ELA. S5 grade 5, math problem solving, 90 min/week pull out. MySchedule: Grade 3 math push in daily 9:00 to 9:45. Co-taught grade 5 ELA Mon/Wed/Fri 10:30 to 11:30. Pull out groups available 12:30 to 2:30. Planning 2:30 to 3:15. Lunch duty Tuesday. ParaSupport: One paraprofessional, Mon to Thu 12:30 to 1:30, can run practice with S1 and S5. DataPlan: S1 fluency probe weekly, writing rubric every two weeks. S2 calculation probe weekly. S3 task initiation frequency count daily, comprehension probe every two weeks. S4 writing rubric every two weeks. S5 problem solving probe weekly. Deadlines: S3 annual review meeting in three weeks. Quarterly progress reports due in two weeks. ThisWeek: Grade 5 field trip Thursday. Assembly Wednesday 1:00 to 1:45. Format: numbered sections
Example Output
1. PRIVACY CHECK Only codes, grades, and service summaries were provided. OK to continue. 2. SERVICE MINUTES S1: 150 min. Mon to Fri 12:30 to 1:00 pull out = 150. Wednesday falls before the 1:00 assembly, OK. S2: 120 min. Push in math Mon to Thu 9:00 to 9:30 = 120. S3: 90 min. Mon, Tue, Thu 1:45 to 2:15 = 90, plus daily check in at 8:50. Wednesday assembly avoided. S4: 60 min. Co-taught ELA Mon and Wed, 30 min targeted each = 60. Friday is optional extra. S5: 90 min. Mon, Tue, Wed 1:00 to 1:30 planned, but Wednesday conflicts with the assembly and Thursday is the field trip. Shortfall 30 min. Makeup: Friday 1:00 to 1:30. 3. DATA CALENDAR Mon: S1 fluency probe (pull out). S5 problem solving probe. Tue: S2 calculation probe (push in). Daily: S3 task initiation count during check in and session. Thu: S1 writing rubric (biweekly week). S3 comprehension probe. Fri: S4 writing rubric in co-taught ELA. 4. PARA CARDS Mon to Thu 12:30 to 1:00, S1 session: run the timer and record words correct during Monday's probe; other days, prepare the next passage set. Mon and Tue 1:00 to 1:30, S1: extra repeated reading practice from passage set A while I run S5's group. Record words correct on the log sheet. Get me if S1 refuses twice. Extra practice only, not counted toward service minutes. Not Wednesday (assembly) or Thursday (S5 on the field trip). 5. PROGRESS CHECK No trend data was provided this week. Once you enter probes, flag any code with three flat or falling points for team discussion. 6. DEADLINES S3 annual review (3 weeks): this week, gather two comprehension probes and the task initiation summary; send the draft meeting invite per district timeline. Progress reports (2 weeks): this week, confirm every goal has at least the required data points. 7. FAMILY UPDATES This week: S3 (before the annual review) and S5 (schedule change). Template: "This week [student] worked on [skill] and [specific success]. Next week we will [focus]. Let me know if you have questions." Personalize outside this chat. 8. FRIDAY WRAP UP Minutes logged for all five codes, S5 makeup done, probes entered, para logs collected, next week's assembly and testing dates checked.