2019-2020 November Case Management Timeline

What We Do

Items to be completed by November 9:
  1. Review with DC/TL any students who did not receive services this month and the rationale for missed services.  Highlight concerns and note if they are recurring concerns that need administrative assistance.
  2. Meet with DC/TL to discuss student progress data and to discuss the data collected on the effectiveness of the students' supports/accommodations.
  3. File student work samples and data regarding goal progress/objectives for the month of October in a folder designated for the student that is kept in a secure/confidential location (locked file cabinet). 
November Actions:
  1. Secondary & PPCD Case Managers: Distribute the IEP Progress Report with the issuance of report cards to each student you case manage (Report Cards are issued November 9 for Secondary students & November 16 for PPC).
  2. Attend monthly Connection Meeting(s).
  3. Progress Monitor - are students passing their assigned classes? Are students making progress in their IEP Goals/Objectives?
  4. Meet with the students that you case manage at least twice outside of the class that you teach them in.  Find out what they need help with.  Recommend a book that they should read.  Find out if there is any area that they are having difficulty and develop a plan with them to address the concerns.
  5. Check with Special Education and General Education teachers who instruct your students to find out how the program is working for the student & if there are any concerns/questions regarding the level of support that the student is receiving. 
  6. Ensure samples of student work for October have been filed in GenEd teachers' STEP binders 
  7. Communicate with parents on strengths that you have seen in their child up to this point.  Discuss upcoming benchmarks for grades 3-8 STAAR tested areas & EOC assessments with the parents.  Let parents know that accommodations will be provided during the assessment. 
  8. Talk to parents.  Find out if there’s anything that they need to come home that can help them with their child’s learning.  Find out if they are getting timely communication from their child's teachers or if there is any other way that you can assist them (being proactive goes a long way).  
  9. Connect with all parents who you have an ARD meeting scheduled with this month to discuss ideas for the new plan that will be finalized during the ARD meeting (let parents know that you will be sending the draft PLAAFP statement and  goals/objectives home to be reviewed). 
  10. Update communication log and collaborate with teachers any information from parent communication that is pertinent to their class/supports they should be providing. 
  11. Distribute Teacher Input Forms (3 weeks in advance of the ARD date) to all staff who instruct any student who has an ARD scheduled in November (include the return date – 2 wks prior to ARD).  
  12. Use the draft IEP that has been opened by the IEP Clerk to begin inputting information into the annual IEP being prepared (3 wks prior to ARD).
  13. Provide draft PLAAFP, Goals/Objectives, and Accommodations to parents 5 days prior to the IEP meeting.
  14. After each ARD where accommodations are adjusted, provide GenEd & SpEd staff with the Documentation of Accommodations form from eSped.  These forms will be completed by the GenEd & SpEd teachers to monitor effectiveness of the accommodations, collected by the case managers each grading period (and new forms distributed to replace the collected forms).
  15. Retrieve Teacher Input Forms from all teachers who have completed them for ARDs this month.
  16. Collaborate with GenEd teachers to complete the Form 2 - Student Services Planning Document prior to participating in the annual ARD/IEP meeting.
Items to be completed during, or prior to the end of, November:

1. Case Managers: Distribute IEP Progress reports & maintain verification of distribution - possible options for distribution: 
  • Place a copy with the student's teacher who distributes report cards and have it stapled behind the report card going home.
  • Send progress report home with the student. 
  • Send progress report home via mail (discuss postage with campus administrator).
3. Draft PLAAFP, Goals/Objectives, Accommodations and send to parents (as a draft) 5 days prior to scheduled IEP/ARD meeting.
4. Make sure accommodations/supplemental aids are prepared/available for students to receive before the December benchmark (Dec. 3-18).

Prior to December Benchmark Tests (Dec. 3-18):
  1. Make sure accommodations/supplemental aids are prepared/available for students to receive before the December Benchmark,\.
  2. Speak with parents of students taking the district benchmarks to let them know that accommodations will be provided during the assessment and how the assessment will be used - record conversation using the Parent Contact Log (which will be filed at the end of the school year in the state records). 

Items to be completed by December 7:

2. Meet with DC/TL to discuss student progress on Goals/Objectives/class courses, and to discuss the data collected on the effectiveness of the students' supports/accommodations.
3. File student work samples, Goals/Objectives data, and accommodation data for the month of November in a folder designated for the student that is kept in a secure/confidential location (locked file cabinet). 



District expectation of completion of above submissions - 100%