SLP workload calculator
Add each student's service minutes and your own week of tasks to see your workload against your contract hours, with a 3:1 option and a one-page printout. For OTs and PTs too.
Calculator
Saved entries this page could not read are kept on this device.
Your workload
Students
Use initials or a code, never a name. Group: the size of the group the student is seen in.
Your week
Minutes on each day, or times a month for things like meetings. Leave a task blank if you don't do it.
Clear every student and task?
Earlier copies
How the totals are worked out
Each student's minutes become minutes a week (a monthly figure is divided by the school weeks in a month), then divided by the group size, because one group session takes your time once. Your tasks are added by area: minutes on each day as typed, and monthly tasks as times a month × minutes each ÷ weeks in a month. The weekly total is compared with your contract hours × 60, and a month is the week × weeks in a month, worked from unrounded minutes, so it can differ by a minute or two from the rounded weekly figure × weeks. Each row is rounded to whole minutes so the rows add up to their area and the areas to the total.
The four areas match the tabs in ASHA's own workload calculator: direct services, indirect services, compliance and additional tasks. ASHA describes direct services as screening, evaluation and individual or group sessions. The other starting tasks here are only examples, such as planning under indirect services and IEP meetings under compliance. Put each task where your district counts it.
Example
Dana works 37.5 hours a week and sees 42 students: 8 for 30 minutes a week alone, 24 in groups of 3 for 60 minutes, 6 for 120 minutes a month alone and 4 for 60 minutes a month in pairs. That is 15 h 30 min of sessions. With evaluations, planning, IEPs, meetings, travel and lunch duty, her week comes to 39 h 33 min: 105% of her contract, 2 h 3 min over. On a 3:1 schedule, weeks 1 to 3 hold 20 h 40 min of sessions each and week 4 has none. Open Dana's figures.
Questions
What is the difference between caseload and workload?
Caseload is the number of students you serve. Workload is all the time the job takes: sessions, plus planning, paperwork, meetings, evaluations, travel and duties. Two SLPs with 45 students each can have very different weeks. This page adds up the workload and sets it against your contract hours.
How are group sessions counted?
By your time, not the student's. Four students who each get 30 minutes in the same group take 30 minutes of your week, so each adds 7.5. The caseload line still shows the minutes the students receive in total.
What is the 3:1 model?
Three weeks of regular sessions, then a fourth week on a different schedule, mostly for indirect work: evaluations, meetings, paperwork and working with teachers. This page keeps each student's minutes over the four weeks and gives them in weeks 1 to 3, as when IEP minutes are written per month, so those weeks are busier. Districts run 3:1 schedules in different ways.
My IEP minutes are written per month. What do I enter?
Enter the monthly figure and pick "a month". It is divided by the weeks in a month: 4 unless you change it under More options (4.3 is 52 weeks divided by 12). Use the number your district uses, so your totals match its paperwork.
Is there a maximum caseload?
Some states and districts set caps or weighted formulas, and they differ. This page sets no number. If yours has one, type it under More options and it appears next to your student count.
What happened to ASHA's workload calculator?
ASHA moved its calculator to a web app for ASHA members who work in schools. This page is a separate free calculator and is not from ASHA. It groups your time into the same four areas as ASHA's calculator: direct services, indirect services, compliance and additional tasks.
Where are my entries kept?
Only in this browser, on this device. Nothing is uploaded. Use initials or a code for each student, never a name. To move your entries to another computer, save a backup file and open it there.
Should lunch count toward my hours?
Count it the way your contract does. If your contract hours leave out a duty-free lunch, leave lunch out of your tasks too. If you supervise lunch, add it under additional tasks.
Sources: ASHA's workload calculator page (the four area names, read November 3, 2026) and the AOTA, APTA and ASHA joint paper Workload Approach: A Paradigm Shift for Positive Impact on Student Outcomes (2014, read November 3, 2026), which describes a 3:1 model as a regular schedule with a different fourth week for collaborating, evaluating and documenting. ASHA's Workload Calculator page (the members' web app) and its Practice Portal page on caseload and workload would not load for checking; their wording was checked in search results.