School-Based Therapy Caseload and Workload

Schools don’t usually measure therapists by productivity percentage. They count students. ASHA’s 2024 Schools Survey reported a median caseload of 50 students for school SLPs. But caseload alone hides most of the job. AOTA, APTA and ASHA jointly recommend a workload approach, which counts everything a school therapist does, not just the number of students on the list.

By the Best Therapy Productivity Calculator team · Last updated October 2026

Caseload vs workload: what’s the difference?

CaseloadWorkload
What it countsNumber of students with IEPs, IFSPs or 504 plans you serveAll the work needed to serve those students
IncludesStudents onlyDirect therapy, evaluations, IEP meetings, documentation, consultation with teachers, parent communication, travel between schools, compliance tasks
ProblemTwo caseloads of 50 can mean very different amounts of workTakes more effort to measure
Recommended by AOTA, APTA and ASHA (2014)?NoYes
Diagram comparing caseload, which counts only students, with workload, which adds direct therapy, evaluations, IEP meetings, documentation, teacher consultation and travel
Caseload vs workload for school therapists

School caseload benchmarks

MeasureFigureSource
Median monthly caseload, school SLPs50 studentsASHA 2024 Schools Survey
Range reported, school SLPs4 to 351 studentsASHA 2024 Schools Survey
School PTs, individual patients per week28 (51–75% direct care) / 30 (76%+)APTA 2016–17
School PTs, visits per week30 / 40APTA 2016–17

Some states set caseload limits or recommendations in regulation or guidance. ASHA keeps a state-by-state caseload map with links to each state’s guidance. Check your state before relying on any number.

What the 2014 joint workload document says

AOTA, APTA and ASHA published a joint document on the workload approach for school-based practitioners. Key points:

  • Caseload-only staffing ignores the time each student needs and everything else therapists must do
  • Documentation can take up to one full day per week for a full-time therapist (citing Williams & Cecere, 2013)
  • In one Maryland district, only 24% of OT and PT services were direct (same study). The rest was indirect and administrative work.
  • The 3:1 service delivery model: therapists follow a regular schedule for three weeks, then use the fourth week for evaluations, collaboration, documentation and other duties
  • The organizations endorse moving to a workload model to support student outcomes and staff retention

Tools you can use

  • ASHA workload calculators: weekly, monthly and telepractice versions for school SLPs
  • North Carolina Department of Public Instruction workload calculator for OT, PT and SLP practitioners. Oregon’s Department of Education issued guidance on using it in July 2023.
  • Our school therapy workload calculator: add up your weekly direct, indirect and paperwork time and compare it with your contracted hours

How to make the case that your workload is too high

  1. Track one typical month, including direct minutes, evaluations, IEP meetings, documentation and travel
  2. Compare the total with your contracted hours, using the workload calculator
  3. Bring your state’s guidance and ASHA’s survey median (50 students) to the conversation
  4. Propose a solution, such as a 3:1 schedule, an assistant, consultative service minutes where appropriate, or a caseload cap
  5. Keep it about students: workload limits protect IEP compliance and service quality

Frequently asked questions

What is the average caseload for a school SLP?

ASHA’s 2024 Schools Survey reported a median of 50 students, with a reported range of 4 to 351.

What is the 3:1 model in school therapy?

Three weeks of direct services, then one week for evaluations, collaboration, documentation and indirect services. AOTA, APTA and ASHA describe it in their 2014 joint workload document.

Do school therapists have productivity percentages?

Usually not. Schools generally manage caseloads and IEP minutes rather than a productivity percentage. If you work for a staffing company, ask how it measures you.

Is there a legal caseload limit for school therapists?

Some states set limits or recommendations, others don’t. Check ASHA’s state caseload map and your state education agency.

Measure your workload: School therapy workload calculator · Pediatric benchmarks

Sources