The Constantly-Changing SPED Schedule: A Problem We Need to Talk About
On paper, it looks simple enough:
Students. Minutes. Providers. Locations. Done.
But in real life?
Paras show up in the wrong classroom… because the schedule changed after lunch on Wednesday.
A teacher stops you in the hall: “Are you still coming 2nd period for Anthony today?” and you genuinely have no idea anymore.
Admin needs a copy of the schedule for a walk-through tomorrow, and you smile like of course… while quietly panicking.
And somewhere in the chaos sits data collection—patiently waiting, untouched, like a well-meaning gym membership in January.
It’s a lot.
And most of us never received formal training in how to build a service schedule that doesn’t collapse under its own weight.
And Then There’s Sunday…
You’re trying to rest. You really are.
But there it is—buzzing in the back of your mind:
“I should fix the schedule before the week starts, or it’s going to be a disaster.”
You open your laptop.
You say it’s just for 10 minutes.
And suddenly it’s dark outside, your tea is cold, and your schedule still isn’t quite right.
If you’ve ever cried over a Google Sheet, please know: you are not alone, and you are not the problem.
A Thoughtful “What If…”
What if you didn’t have to rebuild your schedule from scratch every time a provider changed, or a student’s minutes shifted, or a para was reassigned?
What if there were:
Pre-set dropdown menus
Color coding for each provider
A master schedule that automatically feeds into a teacher-facing view
Links to data forms built into the schedule
Filtered views so staff only see what applies to them
A system you can copy, paste, and reuse every single school year
Something simple. Something clear. Something designed by someone who is living the scheduling chaos right along side you—not a software company that never stepped foot in an IEP meeting.
Would that make your Sundays a little lighter?
Would it give you back at least an hour of your weekend?
Would it help you walk into Monday feeling like you’re running a system instead of being chased by one?
If You’re Thinking, “Yes… that would change everything,” Keep an Eye Out.
I’ve been working on a plug-and-play SPED Service Delivery Schedule Template that does exactly this:
Built in Google Sheets (no new login, no new platform to learn)
Easy to customize, even mid-year
Works for small caseloads, large caseloads, and multi-provider teams
Comes with a short, clear guide so you’re not stuck watching tutorials for hours
Buy it once and reuse it every year
If your heart rate just slowed a little reading that, stay tuned.
More details are coming soon.
In the Meantime…
I’d love to know:
What is the most frustrating part of building and maintaining a service schedule?
What would a dream scheduling system include for you?
And be honest: Do you also rewrite yours at least six times a year? (Because… same.)
Drop your thoughts in the comments or send a message my way.
You deserve tools that honor how hard you work—and make space for rest, too.
Here’s to lighter Sundays.
And schedules that actually support the humans they’re built for.
