2018-2019 August Case Manager Timeline

What We Do

Documents to be submitted to DC/TL on or before August 24:
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 2018-2019 school year.
  4. Complete the Beginning of Year BOY Spreadsheet by completing items below.
  5. Introduce yourself to the students you case manage (this should be done discretely & completed before August 25, 2017).
  6. Send a letter home to parents (Spanish versionintroducing 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. 
  7. 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.
  8. 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.
  9. Using eStar, send ARD paperwork (PLAAFP, Goals & Objectives, BIPs, Autism Supplements, Accommodations/Modifications, Deliberations) digitally by Archiving the General Ed Bundle for each student that you case manage and document share the bundle with all teachers (GenEd & SpEd) who provide instruction to the student.
  10. Verify that all teachers have signed for each student's IEP documents through eStar and print the signature log to submit with the BOY Spreadsheet. GenEd teachers are responsible for maintaining STEP binders and should include these documents in their binders. All teachers must digitally sign for receipt of accommodations by August 24.
  11. Print data collection sheets (how to guide) from eSped to begin collecting data on student goal accomplishments.
  12.  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.
  13. Create your confidential Special Education binder (including, but not limited to: student roster, copy of BOY Spreadsheet, individual student summary, student schedule, 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)
  14. Speak with Special Education teachers who provide instructional services to the students that you case manage, explain the supports needed and let them know when and how you will be collecting their student service logs. **This will be in effect from August 15-September 14.  We will then transition to digital documentation logs.**
  15. Introduce yourself to GenEd teachers as the student’s case manager.  Explain the IEP paperwork (and the unique needs of the student) to the teachers who are working with the student this year. Make sure that the teachers know how to retrieve (and digitally sign) the IEP documents in eStar.
  16. 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. 
  17. Create your plan for ensuring the students are progressing in their goals/objectives, collecting data on use of & need for specific accommodations/modifications, and & how/if they assist the student in accessing the general curriculum.
Completed by September 20:
  • 2 entries in the Parent Communication Log  documenting date(s) that parent letter home was sent for each student and verbal communication took place DC/TL will check communication logs by Sept 20, 2018 – District expectation 100% of parents have been communicated with and know who their child's case manager is).
  • Attendance at MSB professional development for digital documentation (digital start date is September 17, 2018). 
  • Monthly Analysis of Student Service Log for August 15-September 14 and Student Service Logs  for all services provided to the student.