The start of the school year is full of excitement—and a little chaos—for students and educators alike. For school-based occupational therapists (OTs), it’s also one of the busiest times of the year. Between organizing caseloads, preparing materials, reviewing IEPs, and building relationships with staff and students, it can feel overwhelming.
Whether you’re a seasoned OT or just stepping into the school-based world, this guide will help you start the year grounded, prepared, and empowered to make a difference.
1. Review Your Caseload and IEPs Early
Before the students walk through the door, take time to thoroughly review:
- IEPs and 504 Plans: Know your students’ goals, accommodations, service minutes, and start/end dates.
- Use an accommodation tracker to write down accommodations and track them. This is great to share with teachers to help make sure accommodations are helpful to support your students. If you are looking for an already made one, check one out here!
- Frequency and Grouping: Make a spreadsheet or use a digital tool (like Google Sheets or Airtable) to organize service times and preferred grouping options.
- Re-evaluations and Triennials: Identify any upcoming due dates within the first 60 days.
Pro Tip: Color-code by teacher, grade, or building if you’re traveling between sites.
2. Organize Your Materials and OT Bag
A well-stocked therapy bag or cart saves time and supports flexibility. Consider including:
- Fine motor tools (tweezers, putty, mini erasers, cotton balls, playdough)
- Visual motor supplies (mazes, tracing, scissors, glue, crayons/markers, puzzles)
- Sensory supports (fidgets, weighted lap pad, noise-reducing headphones, visuals, theraband)
- Assessment tools or screeners
- Data collection sheets
- Differentiated therapy activities
3. Create a Flexible but Clear Schedule
It’s tempting to dive in right away—but give yourself 1–2 weeks to finalize a therapy schedule.
- Start with collaboration: Touch base with teachers about preferred times and class routines.
- Student Schedules: Make sure you get schedules for students so you can try to plan around times when you cannot pull out students.
- Build buffer time: Include flex spots for makeup sessions, problem-solving, or new referrals.
- Don’t overpack: Leave room for unexpected transitions, behavioral needs, and prep.
Helpful Tool: Use digital schedule builders like Canva or Google Sheets to create a clean, printable schedule for your wall or clipboard.
4. Build Relationships from Day One – FREEBIE!
The foundation of effective school-based OT is collaboration. Prioritize:
- Teachers: Drop off a one-page OT introduction with your name, schedule, and how to reach you. Sign up for my freebie library to get a free letter!
- Parents: Email or send a one-page OT introduction with your name, information and how to reach you. Sign up for my freebie library to get a free letter!
- Support Staff: Custodians, secretaries, and paraprofessionals are essential allies.
- Students: Learn their names, preferred communication styles, interests, and strengths. Get to know student’s own vision of sensory needs by using a sensory questionnaire for students to fill out. Check out one, here!
Try this: Bring a low-pressure get-to-know-you activity during the first session. If you are looking for an already-made differentiated all about me activity, check it out here! This includes a version for non-writers (circle), 3 lined paper and single lined paper.
5. Set Up Simple Systems for Data Collection
Avoid scrambling later by setting up systems now:
- Create a master data binder or digital folders organized by student.
- Use consistent data sheets for IEP goals. Check out already made data sheets:
- Consider visuals: Color-coded goal categories, sticker-based tracking, or digital apps like Notability or OneNote.
Tip: Start tracking from day one to document baselines and progress clearly. This bundle includes ALL my data tracking sheets.
6. Prep for Push-In and Whole-Class Support
School-based OT goes beyond the therapy room. Be ready to support:
- Whole-class fine motor or sensory motor stations. If you are looking for already made motor stations, check it out here!
- RTI/MTSS tiers with teacher-friendly tools
- Quick classroom consultations with checklists and visuals
Idea: Have a few ready-to-go handouts on posture, pencil grasp, or self-regulation to offer during teacher meetings. If you are
7. Plan the First Few Sessions Intentionally
Don’t jump into goal work immediately. Instead, start with:
- Rapport-building: Games, crafts, movement breaks, or shared play. Here’s a bundle of crafts to check out!
- Baseline observation: Watch how students work in their natural environments.
- Simple checklists: Look for hand dominance, posture, tool use, or attention.
Try this: A “Back to OT” scavenger hunt or obstacle course that lets students move and explore materials.
8. Support Transitions and Emotional Regulation
The beginning of the year can be dysregulating. Plan ahead with:
- Visual schedules
- Sensory-friendly routines
- Emotional check-in visuals
- Movement-based regulation strategies. Check out some visuals here!
Quick Win: Share sensory break visuals or calm corner tools with classrooms.
9. Prepare Parent Communication – FREEBIE
Start relationships with families positively:
- Send home a welcome letter that includes contact information and your planned time to see the student – Sign up for my email list to access my FREEBIE library for a free welcome letter!
- Include a “What is OT?” handout
- Ask about student preferences, sensory needs, or recent changes
10. Stay Grounded in Your Why
The first weeks can be stressful. Remember:
- You’re a vital part of the team.
- Your work impacts access, inclusion, and dignity.
- You bring specialized knowledge that matters deeply.
Set intentions for the year—whether it’s collaboration, advocacy, or student confidence. Ground yourself in what matters most.
Wrap-Up: Start Strong, Stay Flexible
Being a school-based OT means being prepared and adaptable. With a clear plan, ready-to-go tools, and relationship-focused mindset, you’ll be set up for a year that’s purposeful and impactful.
Whether it’s your first year or your fifteenth, your presence matters. You’re making a difference from day one.
