IEP service minutes calculator

Take each service on the IEP and convert it to minutes per week: a service written as "30 minutes, 2 times weekly" is 60 minutes per week, and one written monthly is divided across the weeks in the month. For the planning estimate, divide by your session length and round up to full sessions: 50 minutes in 30-minute blocks estimates 60 minutes, or 10 extra. The weekly schedule can shorten the final session and place 30 + 20 minutes instead.

Fewer than the bell schedule suggests. Start from the school day, then take out each student’s lunch, recess, specials, and core instruction, and your own duties and meetings. In a 7-hour day, a 30-minute lunch, a 20-minute recess, and one 45-minute special already remove 1 hour 35 minutes for that student. Enter those as do-not-pull times and the weekly grid shows which windows are left and places every session it can.

The table estimates full-length sessions: 50 minutes in 30-minute blocks estimates 60 minutes, including 10 extra. The weekly schedule can use a shorter final session, such as 30 + 20 minutes. Grouping and blocked times also affect what fits. Use the placed totals above the grid to see what the proposed schedule contains.

A group session delivers each member’s minutes at once, so three students in one 30-minute group cost you 30 provider minutes, not 90. The estimate pools group mandates by service and session length as a best case. The weekly grid is stricter: students only share a session when they have the same service and session length, grades within two of each other, and free time that overlaps.

Yes. Enter each student’s speech minutes and session length, mark group sessions and add grades, then add your building’s lunch, recess, and specials. Print the weekly grid for your door or your binder. It works the same way for OT, PT, counseling, reading, and math services.

Look under the weekly grid: every session the week could not hold is listed with its own reason and the one change most likely to fit it. The reasons the engine can give are a do-not-pull time over every hour of the school day, no gap as long as the session, a week that is already full, and a group whose members have no shared time left. Edit the row or the do-not-pull times and the grid redraws.

Only the time you can actually pull students: after lunch, duties, meetings, IEP paperwork, and travel between buildings. Most providers overestimate this. If the calculator says a caseload fits at 95% of your week, treat that as a caseload that does not fit.

Only in your own browser. Once you change something, your rows are saved in this browser’s local storage so they are still here next time, and so Caseload Calendar can offer to import them if you sign up in the same browser. Nothing is sent to Evident. "Reset calculator" asks for confirmation before clearing your rows, availability, and blocked times and restoring the examples, and the CSV download and the printed grid are built on your device.

A service-minute scheduler for individual providers. It runs the same scheduling engine as the grid on this page, then lets you drag and lock sessions, keep the week when mandates change, and log delivered minutes against it. Free for up to 5 scheduled students, $39 per year for your full caseload.