Response to Intervention teams have lots to do to keep the RTI process moving. One key way to be effective in getting students the support they need is being organized. Staying organized will sustain the efficiency of the RTI program even as RTI team members transition.
Keeping data, resources and meeting notes archived can ensure that schools track the growth of students and the effectiveness of RTI interventions over time. Schools can also use saved information for state reporting and when evaluating students who may be in need of special education services. To maintain an organized RTI process, consider developing systems that help you track every step of the process.
Having a flow chart that clarifies the RTI process will save lots of time and help you decide what action needs to occur with each student. Knowing which step of the process you are on will help you stay organized and work in a timely fashion.
The RTI meeting calendar will help you clarify what type of meetings you are having and when. Knowing the type of meeting helps you to clarify what resources need to be available to have the most effective and efficient meeting take place.
Check out our blog post “How to Build a Response to Intervention (RTI) Team, Roles & Responsibilities” to learn more about building a year long RTI meeting calendar.
RTI meeting types can vary. Some common types of meetings include student, data or intervention centered meetings. Because there may be a number of students that need to be discussed at RTI meetings, develop a schedule that clarifies when students will be talked about initially. After the meeting, go back to the student schedule and note when the team should follow up on the student’s case.
When you develop an intervention for a new student, you may not always need to reinvent the wheel. Have a clear menu of interventions that you go to for each type of need. Keep track of the resources that you use for each type of new intervention to save time later.
Let Google be your best friend, and develop a clear system to save all RTI documentation. Use this resource to help you think about the various folders you need and what content should be included. This information will be beneficial for the future of the RTI team and for students. There may be times when students transfer and may need the information for their new school in the future. You will want to have it easily accessible.
Each week, make an agenda for the meeting. Include the objective or goal for the meeting, and send it to the team one to three days before the meeting. Additionally, share supporting documentation so that the RTI team comes to the meeting with prior knowledge of the student cases, data or interventions that will be discussed.
During the meeting, have one team member record notes. These meeting minutes should list who is present at the meeting, outline the information that was presented, clarify decisions made and include action items and who is responsible for each action. This will help hold the team accountable for the work that needs to be done and ensure that there is sufficient documentation to show the work being done to support the student. Have team members sign the agenda before leaving to clarify their attendance and commitment to next steps.
Share these notes with the RTI team and any appropriate school personnel after the meeting. Be sure to respect student confidentiality protocol for your state.
Before students information is reviewed at RTI meetings, lots of data is collected by general education teachers and RTI team members. Have this data summarized in a student profile sheet that outlines a student's current academic and behavioral performance. Additionally, have easy access to the following tools:
Parents should be informed that their student has been referred to the RTI team and invited to the meeting. Having a template that is used to inform parents of the purpose of the meeting and can be customized per student will save you time.
Because an effective RTI team is a learning team that values research, keep a few websites that you can count on bookmarked. There may be a new student case that you need help with or resources that you can utilized that have been created already. Routinely browse helpful websites.
A few websites to consider bookmarking include:
There may be times when a student is in need of a service that the school does not offer. For example, a student may benefit from a counselor that can see them at their house or a student may benefit from being a part of a social extracurricular group. Keep a list of service providers and organizations on hand. Include key leaders and their contact information on this sheet.
Additionally, track the effectiveness of the providers and organizations keeping short notes to help inform future decisions. Visit your local city or town website to learn more about organizations that provide services to students and families. This is a resource that will be beneficial for years to come.
Sometimes, you will need to gather information for a student from their previous school. Having a standard form that you use to reach out to their networks can be very helpful for you.
There are so many systems that support the work of the RTI team. However, getting organized can increase the effectiveness and efficiency of the team. Reflect on your current systems and think about how these strategies can help you improve your team success.
Here at Kickboard, we have helped schools develop and improve Response to Intervention systems using our mobile app, web platform and professional development services. Subscribe to our blog to learn more about how to develop RTI processes and run efficient meetings that promote student growth.