2017-2018 August Case Manager Timeline

What We Do

Documents to be submitted to DC/TL on or before August 25:
August Actions:
  1. Get list of students that you will case manage from DC/TL
  2. Look up each student in eSped to identify which students you do not have access to in Eduphoria & eSchool and create a list for your DC/TL to request access for you with District Office.
  3. Change case manager name in eSped for students who you are assigned to case manage for the 2017-2018 school year.
  4. Print data collection sheets (how to guide) from eSped to begin collecting data on student goal accomplishments.
  5. Verify that students are receiving their special education services by checking the student's schedule to ensure it matches the student's Schedule of Services page in the IEP and that the master schedule shows that a teacher is assigned to the class to provide the services.  (Verification of Services Form)  **Due by Friday, August 25**
  6.  Check dates for annual ARD and create a spreadsheet for yourself to be aware of when each student’s paperwork will need to be complete.
  7. Create your confidential Special Education binder (including, but not limited to: student roster, copy of BOY Spreadsheet, individual student summary, student schedule, receipt of accommodations/modifications, conference log, report card/progress report, IEP goals & objectives progress monitoring form, student work samples supporting progress on goals & objectives, data collection sheets, attendance/discipline records)
  8. Speak with Special Education teachers who provide instructional services to the students that you case manage and let them know when and how you will be collecting their student service logs. 
  9. Send a letter home to parents (Spanish version) introducing yourself, your background and what your role is in ensuring that their child is receiving the services outlined in the students IEP (document date sent home & how letter was sent).  Include in the letter the last annual ARD date and that the next annual ARD will take place on or before that date.  This letter may also include any upcoming important dates for the next month, semester, or year. 
  10. Introduce yourself to GenEd teachers as the student’s case manager.  Distribute and explain IEP paperwork to all teachers who are working with the student this year (General Ed & Special Ed).  
  11. Distribute ARD paperwork (PLAAFP, Goals & Objectives, BIPs, Autism Supplements, Accommodations/Modifications, Deliberations) and secure signatures from all teachers (GenEd and SpEd) who will be teaching the student (using the Verification of Receipt of Accommodations and Modifications form).  The signature verifies that they understand what the student needs based on the ARD Committee decisions.  GenEd teachers responsible for maintaining STEP binders and should include these documents in their binders. Complete Distribution and submit paperwork by August 25.
  12. Communicate with parents: introduce yourself as case manager (explain as needed), provide information regarding meet the teacher night and encourage them to come (plan to send home information from meet the teacher night for those parents who don't attend), include information on any scheduled beginning of the year assessments that are taking place in August and September (BOY Circle Screener, DRA, MAP, On-Demand Writing Samples, iReady assessment) and let parents know that the screeners are used to get baseline data which helps teachers to know student strengths and weaknesses to determine where to begin instruction.
  13. Communicate with students that any beginning of the year assessments (MAP, DRA, iReady, etc) are used to find out what the student knows and is able to do and to help teachers to know where and how to begin instruction. 
  14. Create your plan for ensuring the students are progressing in their goals/objectives, collecting data on use of & need for specific accommodations/modifications & how/if they assist the student in accessing the general curriculum (this will help to determine if/when IEP meetings need to be held to make adjustments to the students’ accommodations, etc.
  15. Introduce yourself to the students you case manage (this should be done discretely & completed before August 25, 2017).
Documents Due to DC/TL by September 12:
  • Document date(s) that parent letter  home was sent for each student and verbal communication to parents using the Parent Communication Log.  DC/TL will check communication logs by Sept 15, 2017 – District expectation 100% of parents have been communicated with and know who their child's case manager is).
  • File a copy of Verification of Receipt of Accommodations and Modifications form with signature in the student's IEP folder on campus (retain a copy in your binder) submit originals to DC/TL.  Signatures indicated that teachers have received and understand the student’s PLAAFP statement, accommodations, BIP, goals & objectives (as they may affect various classes outside of the specified content area – ie reading affects all course disciplines), and ARD Committee deliberations – (District expectation 100%).