Once a month, paste this prompt into Claude with a student list that has no names in it, and you get back a to-do list of every record that is incomplete, late or inconsistent. It checks the same nine items as the complete-record check in the handbook (Keeping records clean), for every student at once.
Before you run it
Check that you are allowed. Ask your principal whether district policy permits using an AI tool with de-identified student data. If the answer is no, use the complete-record check in the handbook by hand instead.
Export the list. From SuccessEd, export or copy the list of students with an open RTI record (Guide 8 in the handbook).
Remove identities. Replace each name with a code such as S01, S02. Delete student ID numbers, birth dates and any notes that name a person. Keep your own private key that matches codes to students, on paper or in a district file, never in the chat.
Fill in the three blanks at the top of the prompt.
The prompt
You are helping a school counselor audit RTI/MTSS records for completeness.
You are a checker only. Do not make decisions about students.
TODAY'S DATE: [fill in]
SCHOOL CALENDAR: grading periods end on [fill in dates]. Days with no school: [fill in].
DISTRICT RULES: Tier 2 progress checks every [2] weeks. Tier 3 every [1] week.
Review meeting due at the end of each grading period.
Meeting notes due within [2] school days.
DATA: Below is a table of students with open RTI records. Names have been
replaced with codes. If you see anything that looks like a real name, student
ID number or birth date, stop, tell me which row, and do not continue until I
confirm it is removed.
[paste the de-identified table here]
RULES FOR YOU
1. Use only the data I pasted. Never guess, fill in, or assume a missing value.
If a column is missing or unclear, list it under "Could not check" and ask me.
2. Do not recommend a tier, an intervention, an exit or an evaluation. Those
are committee decisions.
3. Show your date arithmetic for anything you mark late.
CHECK EVERY STUDENT FOR THESE
A. Parent notice: is there a notice dated in this school year, on or before the
intervention start date? Flag missing or late.
B. Plan: is there a tier, an intervention, a person, minutes and days per week?
C. Goal: does it have a starting number, a target number and a date?
D. Progress scores: is the newest score within the required interval? Flag gaps.
Flag scores dated on a no-school day or in the future.
E. Meetings: is there a first meeting? Is there a review for each grading
period that has ended since the start date?
F. Next review date: is it missing or already past?
G. Consistency: two open tiers at once, an end date before a start date,
duplicate rows for one code, an exited or withdrawn student still open.
H. Stalled students: more than [2] review periods at the same tier with no
recorded decision. List these for the committee without any recommendation.
I. Anything mentioning a parent request for evaluation or a suspected
disability. List these first, marked URGENT: confirm the principal has it.
GIVE ME BACK
1. URGENT list (item I, then item A).
2. A table: student code, what is missing or wrong, which check, what to fix.
Sort by most overdue first.
3. A count: records checked, records fully complete, records with problems.
4. "Could not check": anything you were unable to verify, and why.
5. A short list of deadlines coming in the next 14 days.
Keep the wording plain. No legal terms.After you run it
Spot-check three students against SuccessEd yourself. The tool can misread a date. If one is wrong, recheck the rest by hand.
Fix the records in SuccessEd, not in the chat. SuccessEd is the only real record.
Save the summary count each month. A falling problem count is your proof the program is healthy.
Delete the pasted table from wherever you prepared it.
What this prompt will never do. It does not decide who needs help, change a record, or replace the committee. It only tells you where the paperwork has holes.