2020-2021 May Case Manager Timeline

What's Required 

Every Week:

    ⬜   Submit your SHARS/Medicaid/Service Logs/tickets every Friday by 4:30 p.m. 

    ⬜   Work on completion of all  End of Year procedures. Complete all components of the audit spreadsheet for each student on your caseload.  Once complete make final updates on the EOY Audit Spreadsheet. 

Due by May 3:

    ⬜   Begin scheduling ARD meetings to address the ESY Recommendations from the ESY Review Committee. 

Due by May 7:

    ⬜   Review all of the COVID-19 Compensatory Time Response Services Consideration forms that have been archived.  

    ⬜    For students that have been ARD’d for compensatory services during the summer, download and complete the Summer Compensatory Time Campus Attendees Record form and submit the list to your DC/TL. 

Due by May 12:

    ⬜   Elementary: All exit COSF forms should  be completed.

Due May 14:

    ⬜   Ensure all revision ARDs or amendments (if necessary) are completed as a result of Promotional Staffings.


Due by May 21:

    ⬜   May 17th - 21th Submit all IEP paperwork to Summer School Coordinator for students registered for Summer School.

    • PLAAFP Statement
    • IEP Goals and Objectives
    • Accommodations /Modifications (including supplemental aids)
    • Additional Supplemental Documents (BIP, Autism, Personal Care, etc.)-if applicable
    • Accelerated Instruction Program (AIP) and Intensive Program of Instruction (IPI) -if applicable
    • State Testing Accommodations Page for students retaking the STAAR/EOC test
    • Special Transportation Documentation (if applicable)

Due by May 28:

    ⬜   All ARD’s addressing ESY services should be completed.


 Every Month:

    ⬜   Ensure that ARDs & FIE/Reevaluations due for the month are scheduled, held, and archived within the timeline (within one year of the current ARD date).

    ⬜   Check with Special Education and General Education teachers who instruct your students to monitor their progress and see if there are any concerns/questions. Use the Staffing/Conversation Notes Form to maintain documentation.

    ⬜   Ensure all withdrawn students are entered on the Change in Student ESPED Status Form.

    ⬜   Ensure the general education teachers (for STAAR/EOC tested areas and CTE) of students on your caseload have the current IEP information needed to develop and maintain their  S.T.E.P. Binders (In Schoology).

    ⬜   Continue to communicate with parents at least two times/month (at least two times/week for virtual students), and update Parent Contact log in Frontline eSped


    ⬜   Discuss strengths that you have seen in their child up to this point


    ⬜   Review the most recent Checkpoint/Benchmark data with the parents, student performance, and next steps with regards to instruction. 

    ⬜   Continuously review the Verification of Services to make sure student services match their Schedule of Services and they are receiving the full minutes of support as outlined in the IEP.

    ⬜   Ensure all services were logged for the previous month in the Frontline Services Logs, discuss any concerns with individuals receiving their IEP services/supports with the DC/TL/CS noting if they are recurring concerns that need administrative assistance. 

    ⬜   Prepare IEP paperwork. 


⬜   Communicate with the IEP Clerk for IEP due dates

⬜   Use the draft IEP that has been opened by the IEP Clerk to begin inputting

 information into the annual IEP being prepared (3 wks before ARD). 

⬜   Collect the Documentation of Accommodations form from Frontline from the GenEd

and Sped teachers to report the effectiveness of the accommodations in the IEP.

⬜   Distribute and retrieve Teacher Input Forms for all students whose annual IEP meeting is in May/June (due date – 2 wks before ARD). 

⬜   Provide draft PLAAFP, Goals/Objectives, and Accommodations to parents 5 days before the IEP meeting. 

⬜   Ask parents to complete the Parent Satisfaction Survey at the end of each IEP meeting.




District expectation of completion of above submissions - 100%

Forms