Back-to-School Survival Guide for School-Based OTs

The back to school season can feel like a war-zone, can't it? We've all been there, attempting to organize our space while rounding up students and navigating the inevitable and growing stack of referrals and screening requests. The mere thought of it is enough to make me shudder as the summer draws to a close.

But what if I told you that there is a method to the madness that can alleviate the stress of the new school year so that you can focus on what matters most? Here are my 6 "tried-and-true" tips for surviving and thriving when you return to school!

1. Ground Yourself with Anchor Activities

Whether it’s get-to-know-you crafts, fine motor games, a sensory bin, or a creative combination, having go-to activities for the first few sessions of the school year helps everyone ease back in. Having these activities pre-planned and prepped allows you to eliminate the "what are we going to do?" dilemma and focus on building rapport and channeling your mental energy toward more important things.

For me, Play-Doh always does the trick. My students love the textures, and I love that I can address a range of skills without reinventing the wheel.

This year, I’m using my Back-to-School Play Dough Task Cards to keep things simple and hands-on those first few weeks.

2. Create Your Own Flow for Planning

I used to chase the perfect planner every single year until I realized that it did not exist! School-based occupational therapy is incredibly nuanced and it requires its own planning structures. Because of this, I decided to create my own planner outfit with the unique needs and organizational features I needed. This allows me to work on my schedule, keep track of upcoming IEPs and evaluations, list school/district contacts, and jot down login information.

I have created a PDF version of this School-Based Therapy Planner/Calendar in 3 different designs, so that you can print and go if you don't have time to track down or create one of your own.

Your planner doesn’t have to be fancy. What matters is that it helps you hold space for what’s important, not just therapy goals, but your own rhythm and peace of mind too!

3. Don’t Wait to Set Up Your Systems

If I’ve learned anything, it’s that waiting until “things settle down” to organize your caseload never works. One of the best things I did was put together a simple caseload tracker that lives in Google Sheets. It is my one-stop-shop where I keep track of all of my student's information, my schedule, referrals and dismissals, supervision, and continuing education.

I have a template for my Caseload Manager system on TPT that’s totally customizable, but even if you decide to build your own, having a system you trust from Day 1 is everything.

4. Make Scheduling Easier for Everyone

I used to dread the constant back-and-forth with teachers (emails, sticky notes, surprise hallway conversations, etc.) during the scheduling process. Now, I use a Scheduling Request Google Form to let teachers share availability on their own time. It saves me energy and makes collaboration feel smoother from the start.

Even a simple shared Google Doc or printed calendar can go a long way toward creating clarity and boundaries during the scheduling process.

5. Let Documentation Work for You, Not Against You

Daily notes used to be my biggest source of stress. I’d scribble on paper, snap phone pics, and try to remember what happened in sessions three days ago. Switching to a Google Form for Daily Notes changed everything. It now takes me less than three minutes per session to complete each note, and I can pull data easily for progress reports.

This isn’t a pitch — it’s just one of the best shifts I made as a therapist.

6. Give Yourself Permission to Keep It Simple

Last, but definitely not least, take a deep breath. There’s so much pressure to come in “fully prepped” with everything perfectly laminated and prepared for the school year. But the truth is, you don’t need to do it all, and even if you do, it will inevitably unravel within a few weeks. All you really need is a few strong rhythms: a way to plan, a way to track progress, a few favorite go-to activities, and a method for staying in touch with your team.

If you want a FREE tool to help you map out your month, I created a Monthly Graphic Organizer, and I’m happy to share it with you! Use it to sketch your goals, list IEPs, or just brain-dump your to-dos.

Final Thoughts

Back-to-school will always be a little messy, but it doesn’t have to feel chaotic and overwhelming. Start with a few tools that make your life easier. Build in routines that support you, not just your students.

You don’t need to do it all. You just need a rhythm that helps you show up as the thoughtful, creative, intentional therapist you already are!