Caseload Calendar · free tool
IEP service minutes calculator
Type each student's mandated minutes and session length. See how many sessions that is, whether the caseload fits in the hours you actually have, and a weekly schedule placed around lunch, recess, and specials that you can print. No account, and nothing leaves your browser.
Caseload Calendar keeps the week and tracks delivered minutes. Free for 5 students and $39 a year for your full caseload.
After lunch, duties, meetings, and paperwork. Be honest; the schedule will be.
Service mandates
Example rows. Edit them, or .| Student | Grade | Service | Min / week | Session | Delivery | Group | Sessions | Scheduled | Overage | Remove |
|---|---|---|---|---|---|---|---|---|---|---|
| 2 | 60 | 0 | ||||||||
| 3 | 90 | 0 | ||||||||
| 5 | 150 | 0 | ||||||||
| 1 | 45 | 0 | ||||||||
| 2 | 60 | +10 |
Sessions are rounded up to whole blocks. Scheduled is sessions × session length; overage is the minutes above the mandate that rounding adds to your calendar. Grade is optional, but students only share a group session when their grades are within two of each other.
The minutes fit. The pooled sessions use 26% of your week. The remaining question is placement: which of your hours overlap with each student's free time. The week below places it.
Your week, placed
The same scheduling engine Caseload Calendar uses places every session inside your school day, around the times students can't be pulled, and groups students who can share a session. Anything that doesn't fit is listed with the reason.
Times students can't be pulled
Lunch, recess, specials, core instruction. Leave “Only for” blank to cover everyone, or list initials. Add your own duties and meetings as a block for everyone, too.
Weekly service schedule
- Service time
- 5 h 35 min
- of your week, scheduled
- Sessions placed
- 11
- 2 of them group sessions
- Student minutes
- 395 / 395
- placed of what the sessions need
- Not placed
- 0
- sessions
- One-to-one session
- Group session
- Do-not-pull time
- Outside your hours
Every session found a time. Real weeks move, so treat this as a first draft.
Keep this week
Print the weekly grid, or download the mandates as a CSV in the columns Caseload Calendar imports. Your rows are saved in this browser only, so they are still here next time. Nothing is sent to us.
Save this schedule and log sessions against it in Caseload Calendar. Free for up to 5 students, $39/yr for your full caseload. Sign up in this browser and your rows come with you.
Save this scheduleWhat the numbers mean
Mandated
The minutes as written on the IEPs. This is the number an audit compares against.
If every session is 1:1
Whole sessions, rounded up. A 50-minute mandate in 30-minute sessions is 60 minutes on your calendar.
With groups pooled
Group mandates share sessions, so three students in one group cost one session. A lower bound: their free time also has to overlap.
Left over or short by
Your available minutes minus the pooled total, with the share of your week still free. When the pooled sessions use more than 85% of your week it is tight; one assembly makes it short.
Your week, placed
The real schedule: every session given a day and time inside your school day, never during a student's do-not-pull time. Service time is the hours it takes from your week; student minutes count each group member.
Not placed
Sessions the week cannot hold, each with the reason. This is the list to bring to a caseload conversation, not a failure on your part.
Common questions
How do I calculate IEP service minutes per week?
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. Then divide by your session length and round up to whole sessions. Two sessions of 30 minutes cover a 50-minute mandate; the extra 10 minutes is overage, not a shortfall.
How many service minutes fit in a school day?
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.
Why is the scheduled total higher than the mandated total?
Sessions come in whole blocks. A 50-minute mandate delivered in 30-minute sessions takes two sessions, which is 60 minutes on your calendar. The calculator shows that overage per row so you can pick session lengths that waste less of your week.
How does grouping change the minutes?
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.
Can I use this as a speech therapy schedule template?
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.
Why could some sessions not be placed?
Each one comes with its reason: the student’s do-not-pull times cover all of your hours, no open window is long enough for the session length, your week is already full, or a group’s shared time is used up. Shorter sessions, a longer school day, or a different group usually fixes it.
What counts as available minutes?
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.
Does this calculator store anything?
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. "Clear saved rows" removes them, and the CSV download and the printed grid are built on your device.
What is Caseload Calendar?
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.
Need the schedule, not just the arithmetic? See how Caseload Calendar places every minute, or start from a free schedule template.