Designing for Complex Information Needs: A Case Study in Special Education Health Services and Future Information Retrieval Systems

Abstract

Providing educational services to students with disabilities requires a unique combination of professional knowledge, and adherence to complex compliance and auditing goals. This study investigates the information access gaps within special education health services. Through think-aloud activities with therapy supervisors, practitioners, and administrative staff, we elicited explicit and implicit information needs, and identified significant challenges in current information seeking and documentation practices in this highly regulated environment. Thematic analysis of 329 coded segments (including 120 task descriptions, 123 pain points, and 86 desired features) reveals systematic mismatches between information capture and retrieval practices, which practitioners navigate daily, highlighting a necessity for information seeking beyond traditional search and demonstrating use cases for AI-augmented information retrieval. We present design implications, developed in collaboration with these stakeholders, focused on enhancing task documentation and designing interaction to support these needs, offering a roadmap for future information interaction systems in this complex, multi-stakeholder domain.