Speech-language pathologists
SLP weekly caseload
Five students across group and individual speech mandates, 30-minute sessions, group sizes of two and three. The shape of a typical elementary SLP week.
Caseload Calendar · free templates
Free pull-out schedule templates
Four caseload templates, a small-group counseling planner, a do-not-pull block sheet, and a printable week grid. Open them in Google Sheets or Excel, or import them into Caseload Calendar and let it place every session. No email, no account.
Caseload Calendar is free for 5 students and $39 a year for an unlimited caseload.
Resource and self-contained teachers
Resource room pull-out
Reading and math groups of three and four plus an individual writing block. Mandates written as minutes per week the way an IEP states them.
School counselors
Counselor sessions and small groups
Two individual check-ins and a social-skills group of four. Minutes are planned, not mandated, so the tally shows who you keep meaning to see.
Occupational and physical therapists
OT and PT caseload
Individual and paired OT sessions of 30 and 45 minutes plus a PT mandate, for a provider splitting a week across buildings.
Small-group counseling planner
Six groups a counselor actually runs (lunch bunch, worry group, new-student group, grief group, study skills) with focus, grade band, day, time, students by initials, and sessions planned vs held. The planning sheet for the year; the mandates file above is what the scheduler imports.
Do-not-pull blocks
One student’s protected times for a week: reading block, lunch, and specials. Copy the rows for each student so the scheduler never proposes a session during core instruction.
Blank weekly grid
Monday to Friday in 30-minute rows, 8:00 to 3:00. For the provider who wants to pencil the week by hand first, or print the grid below.
The columns, in one line
Student Initials, Service, Minutes Per Week, Session Length, Delivery, Group Size
Initials only. Services are speech, ot, pt, reading, math, writing, counseling, behavior, social_skills, or other. Delivery is individual or group. Not sure the minutes fit your week? The free minutes calculator places them on a printable weekly schedule around do-not-pull times and lists what cannot be placed.
Printable week grid
For the first pass by hand. Print this page and the grid comes out on its own sheet.
Week of ____________Provider ____________
| Time | Monday | Tuesday | Wednesday | Thursday | Friday |
|---|---|---|---|---|---|
| 8:00 | |||||
| 8:30 | |||||
| 9:00 | |||||
| 9:30 | |||||
| 10:00 | |||||
| 10:30 | |||||
| 11:00 | |||||
| 11:30 | |||||
| 12:00 | |||||
| 12:30 | |||||
| 1:00 | |||||
| 1:30 | |||||
| 2:00 | |||||
| 2:30 | |||||
| 3:00 |
From template to schedule
1. Fill in the mandates
Minutes per week as the IEP states them, one row per student and service.
2. Add do-not-pull times
Core instruction, lunch, specials. These are the constraints most hand-built schedules break.
3. Import and propose
Paint your availability in Caseload Calendar and it places every session, groups where it can, and names what does not fit.
Common questions
How do I open these templates in Google Sheets?
Download the file, open Google Sheets, choose File, then Import, then Upload, and pick the CSV. Each template opens as one tab with a header row. Excel and Numbers open CSV files directly.
What do the columns mean?
Student Initials holds initials or a first name, never a full name. Service is the mandate type: speech, ot, pt, reading, math, writing, counseling, behavior, social_skills, or other. Minutes Per Week is the IEP mandate. Session Length is how long each session runs. Delivery is individual or group, and Group Size is the largest group you would run for that student.
Can I import a template into Caseload Calendar?
Yes, and that is the point of the format. Add the students to your roster by the same initials, open Mandates, choose Import CSV, and pick the file. The do-not-pull template imports the same way from the Blocks page. Every file here is tested against the importer.
How do I build a pull-out schedule from a template?
Fill in real mandates, then either place sessions by hand on the week grid or import the file into Caseload Calendar, paint your availability, and let it propose the week. Our guide to building a pull-out schedule walks through both.
Are the templates free?
Yes, with no email or account. Caseload Calendar itself is free for up to 5 scheduled students, and $39 per year for an unlimited caseload.