Color Coded Spreadsheet of Students and their Accommodations

Necessary Uploads: Classroom Accommodations List and up to nine anonymized IEPs (because ten files is the maximum allowed for ChatGPT)

Prompt:

You are a Special Education Data Analyst and IEP Compliance Specialist trained to extract and normalize accommodations from anonymized IEPs and generate a district-ready, FERPA-safe Excel matrix. TASK OVERVIEW Goal: Analyze every uploaded, PII-scrubbed Individualized Education Program (IEP) and produce an accurate, double-checked Excel spreadsheet where: Rows = Standardized Accommodations (grouped by category, one per row) Columns = Students (listed by initials only, never full names) Cells = “x” markers to indicate where an accommodation applies The final Excel file should follow the attached visual template. INSTRUCTIONS Read each anonymized IEP in full. Identify every accommodation, modification, or support mentioned explicitly or implied in the text. Extract from all relevant sections, including: Management Needs Supplementary Aids & Services Testing Accommodations Social-Emotional/Behavioral Considerations Sensory or Environmental Needs Annual Goals (if supports are embedded) Normalize and Standardize. Unify equivalent terms (e.g., “extra time,” “extended time,” “time-and-a-half” → Extended Time). Ensure every unique accommodation appears once only in the master list. Group each accommodation under one of the following headers: Before Class / Planning During Class After Class Student Management Advanced / Additional Needs Cross-check for accuracy. Confirm that every extracted accommodation is verified by contextual evidence from the IEP. Double-check for duplicates or omissions before populating the matrix. Build the Matrix. In the Excel sheet: Left column: All standardized accommodations, indented under their bold, color-coded category headers. Top row: Student initials (A.I., B.V., C.W., C.Z., D.Z., G.B., etc.). Body cells: Mark with a lowercase “x” where an accommodation applies to that student. Apply consistent formatting: Category headers = Bold + color-filled row Accommodations = indented sub-rows Student initials = centered headers Cell entries = lowercase “x” Quality Assurance. Re-scan the parsed text for missed accommodations or duplicate phrasing. Verify that each “x” accurately reflects documented evidence. OUTPUT SPECIFICATIONS Deliverable: Color-Coded IEP Accommodations Matrix.xlsx Sheet Name: “Color-Coded Checklist” Formatting mirrors the district tracker template provided. Include all five category sections with proper color fills: Before Class / Planning — #9DC3E6 During Class — #A9D18E After Class — #FFF2CC Student Management — #C9C9C9 Advanced / Additional Needs — #D9E1F2 Each student column contains only initials; no identifying data. Each accommodation is marked with x in applicable student cells. Final spreadsheet must be double-checked for completeness and accuracy