Student Portfolio and Assessment Organization HACKS

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.

I LOVE things organized and colorful (and rainbow).  Assessments and portfolios can create PILES of paperwork and student work sample pages and be so stressful!

I'm sharing all my favorite go to organzation HACKS to make assessments and student portfolios easier (and hopefully less stressful).
You can get all the assessment pages, portfolio pieces, and teacher data pages in Preschool & Kindergarten Portfolio & Assessments BUNDLE!  


Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.
To start, I have a crate to keep ALL my student work samples and assessments in.  This avoids all the pages piling up all over the room.  I also have my student assessment binder.  I had it bound at a local office supply store.  Binders are so chunky to carry around.

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.

Inside the portfolio crate is a folder for each student.  There is also a folder with all my assessment charts so I can quickly grab when I do assessments.  

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.

At the front is a "needs to be documented" folder.  I put assessments that are done but I need to document in my assessment binder in this folder.  I keep each assessment paper clipped together. 

This makes transfering the into my data bunder easier for me.
Behind that is a "to be filed" folder assessments that I have documented and are ready to be filed into students' portfolios.  

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.

I would like to introductce you to  one of my favorite things...my data binder! Seriosuly I use it daily to either assess students or to guide my teaching and lesson planning.

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.


It has 2 parts. The first part has as individual data page for each student which I print double sided.  It has all the skills and objectives I assess on it.  These have been updated and are now EDITABLE!

The second part has class lists data pages for each objective.  I use these pages constantly when planning.  I can quickly group or pair students up by ability using them. These are EDITABLE TOO!

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.

Now how to I use this amazing tool? I take each set of assessments and mark each child's level on the class data pages first.  This class data page is for the objective Identifies Letters. 

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.

Now I mark each child's level on their individual data page.  Under letter identification, I put each letter (capital and lowercase) on their data page so I can see what letters they can identify.  I can look at the whole child at once instead of flipping pages.  I can easily see if a child growing, just maintaining skills, or regressing.  

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.

Why the green pen you ask?  Each quarter I use a different color ink to I can see the students growth. I also use this as evidence to show student growth for my teacher evaluation and my teacher growth plan for my district!

Now that I have documented their skill level in my assessment book, I put the assessments into the "to be filed" folder and file them when I have time. Or if I have a volenteer or assistant they can file the pages when they have time.

Then the final step is to put their work into their portfolios. LOVE this part!

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.

 I keep my student portfolios in binders. In each child's binder has a set of dividers. I copy the dividers onto colored card stock to keep it organzied as well.  When I have time, I file each child's assessment pages into their binder.  The dividers make is super simple to add the pages to the binders.

What are some of my go to strategies to do assessments with preshoolers?

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.

1. Whole group during circle time! Yes during circle time. For example, if I need to assess how they write letters I read an ABC book at circle and students write the letters on their page (which is on a clip board) as I read. Sometimes this activity take two circle times becasue their attention span is short.

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.

2. Hands on activties during small group! I try to make assessments hands on when possible. So to assess their one to one corespondence students counted foam stickers which they stuck to their page.

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.

3. Just OBSERVE! Sometimes we need to remember that obseravtion is one of the best ways to assess a student. I know with 18 kids and the asssesment list I had it wasn't always possible to do this but I tryed to when possible or when something amazing was happening.

I keep a clipboard with an observation notes page on it to use. I take a photo then document it quickly on my notes page. Then since I do student portfolios I create a page for their portfolio. It's super simple. Just type, insert the photo, print, and file it for their portfolio.

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.


4. One on one with my Assessment Binder (with my data binder by my side ready to document). Some skills you have to assess one on one like identifying letters or assess a skill with less distrcations.

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.

I keep my assesment binder, data binder, and assessment tub in one spot in my classroom so I can grab it when I need it. The tub has my colored pens, flashcards, and manipulatives I use for my assessments.

You can get all the assessment pages, portfolio binders, and teacher data pages in Preschool &Kindergarten Portfolio & Skills Assessments made EASY!  

I have created over 500 pages of assessments and student portfolio peices for you! There are TONS of EDITABLE items too so you can make it exactly how you need it for you students and/or school! 

Assessments & Student Portfolios! Assessment pages, student pages, portfolio binders, teacher data pages (class and individual), progress reports, and tons of editable parts too for Preschool & Kindergarten Portfolio & Skills Assessments made EASY!

Pin this image so you remember these assessment and organziation hacks!

Organization HACKS to make student portfolios and assessments easier. For preschool, pre-k, and kindergarten.


17 comments

  1. I don't have a very good system keeping my assessments organized, this would be great!

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  2. That pack for assessments is AMAZING!! I just saw something on pinterest very similar and I LOVE it!!

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  3. Wow! You seem so organized! You are motivating me to get more on the ball! 2015 is the year of becoming organized for this gal! :)
    Melissa from Mrs. Dailey's Classroom

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  4. I use file folders as well but no where near and organized as you!

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  5. I have been following your blog for a few weeks now (discovered on Pinterest) and am blown away by your ideas! You just seem to have it all together!

    We use two types of assessment systems. One is a student work portfolio. We have seven learning objectives that we collect student work on. We also use Teaching Strategies Gold to document student work as well. Both systems are great at showing student growth, but it can be somewhat overwhelming to make sure I have what I need for each child. I am always looking for ways to streamline the process.

    Thank you for all of your hard work and sharing your ideas!

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  6. I have a similar system as you but I I love your data pages. Our's that we created are not as cohesive and easy to use.
    Kate
    Fun in ECSE

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  7. Thank you! I love how easy yet informative! I also love the organization!

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  8. This is one of the areas I need to work on - this looks like this will help get me on track!!!

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  9. Love this!!! You make it look so easy!

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  10. Your system is great! I really don't have a system yet, being new to prek. I just created a page with several skills I need to assess.

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  11. LOVE!!! your assessment pages..so clean and organized. Thanks for sharing!

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  12. I have recently started using Portfolio assessments - student's work and was thinking of the best way in which to organize them. Your organization is just perfect :)

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  13. This would help me stay organized and actually make portfolios. It looks fantastic! Thanks for the opportunity!

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  14. This is so awesome! I am totally blown away and in awe :) Congrats on a well-organized job, keep it up. Are you will to come organize my files or help me get organized? :) I have been using file folder and they are have been very cumbersome (nothing like yours). Looking forward to using this organization packet to assist me in being better organized for 2015. Thanks so much for your wonderful blog post.

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  15. I love, love, love your stuff! I am teaching pre-K 2 days a week at a Mother's Day Out Program. I was wondering how long this assessment took to do with your students. Do you stretch it over weeks, months Since we're a 2 day program, time is limited. Thanks!

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  16. Do you have an inside look at the inside of your student assessments binder that you had bound?

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