2021-2022 April Case Manager Timeline

What's Required

Important IEP Progress Report Dates

⬜ Update, archive, and distribute the student's IEP progress report in Frontline/eSped according to the dates listed below:


Grade Level

IEP Progress Report Date

Generate Progress Report Date

Distribution Date

Grades PK & K

March 9, 2022

March 30, 2022

April 1, 2022

Grades 1-5

April 20, 2022

April 27, 2022

April 29, 2022

Grades 6-12

April 6, 2022

April 12, 2022

April 14, 2022

Grades PK & K

April 20, 2022

May 4, 2022

May 6, 2022

Grades 6-12

April 27, 2022

May 4, 2022

May 6, 2022

Follow the IEP progress report expectations below:

  • Acceptable progress reporting: 4 out of 5 opportunities, attends to task for 15 minutes, 80% accuracy 

  • Unacceptable progress reporting: "in progress" or "minimal progress"  


Schedule a staffing for students who are failing or not making adequate progress on the IEP goals/objectives.

Add a cover sheet for receipt of information to be returned with parent signature.


Every Week:

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

Due by April 5:

⬜   Be sure to have given your DC/TL/CS a Promotional Staffing Worksheet for all ECSE, 5th, and 8th-grade students that you case manage. 

Due by April 15: 

⬜   Complete EOY Audit Spreadsheet for each student on your caseload.

⬜   Review your current caseload, ensure each student has an archived Special Education Contingency Plan for this school year (it should have been updated when the annual ARD was updated).

Due by April 22:

⬜   FINAL SUBMISSION of ESY Regression Without Recoupment form and supporting data sheets from Spring Break to DC/TL for considerations for Extended School Year (ESY) services. Data should be from March 21st - April 21st.

Due by April 29:

⬜   Ensure ARD’s are scheduled for any remaining students being recommended for ESY services. 

⬜   Ensure that every student on your current caseload has an archived and signed one-time medicaid consent form from Spring ISD in the frontline/esped archive. 

*Even if the parent declines, the medicaid consent form should be completed and the “no” box with parental signature, where applicable, should be indicated. Document your attempts in the parent contact log.   (EXAMPLES)

Every Month:

⬜   Attend monthly Connection Meeting(s). 

⬜   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).

 ⬜   Ensure: Deliberations- include SSES information at each ARD from this point  

forward regarding SSES. We can move towards informing parents at the Annual 

next year

⬜   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 January/February (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


District expectation of completion of above submissions - 100%