2021-2022 August Case Manager Timeline

What We Do

Due by August 10

Participate in Case Manager 101. Recording link for Case Managers beginning after August 12.
Obtain the list of students that you will case manage from DC/TL.
Create your Student Roster with required information.  Submit Roster to DC/TL.
Claim the students in Frontline eSped for whom you will manage by changing the case manager’s name to yours.

Due by August 13:

Introduce yourself to the students you case manage.
Begin entering services into students’ Frontline/eSped Services Logs as soon as you start providing services.
Begin collecting data in Frontline/eStar on student goals and objectives. (how to guide)
Send Letter home to parents (Spanish Version) (email or with student) introducing yourself, your background, and what your role is in ensuring that their child is receiving the services outlined in the student’s 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.  Please include letters to any students receiving homebound services as well.

Create your confidential Special Education STEP binder (including, but not limited to: ARD or teacher bundle, 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). 
    • Physical binder or Schoology option (how to video). General education teachers must create a step binder containing students’ IEP documentation to be utilized in the general education classroom.

Due by August 20:

Introduce yourself to GenEd and homebound 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 Frontline eSped.
Frontline/eSped: Electronically send the GenEd teacher bundle (document share) to all general education, special education, and homebound teachers who instruct the students you case manage. 
    • Review each student’s signed record and speak with those teachers who have not signed for the paperwork.

Check dates for annual ARD and create a spreadsheet for yourself to be aware of when each student’s paperwork will need to be completed 5-7 days before the annual ARD occurs. 
Verify that all teachers have signed for each student's IEP documents through Frontline eSped and complete the IEP Receipt checkbox on the Verification of Special Education Services Form. GenEd teachers are responsible for including these IEP documents in their STEP binders. 

Due by September 2:

Signed Completed Verification of Special Education Services Form showing all students are scheduled to receive their IEP service. 
    • Verify that the student's schedule aligns with the Schedule of Services (SOS) page in their IEP and the master schedule.

Use eSchool to review grades, discipline, and attendance for each student on your caseload. Review data collection sheets to determine student progress. 
    • Inclusion teachers collaborate with general education teachers to ensure students have progress report grades uploaded.

    • CASE teachers upload progress report grades for their students.

For ALL STUDENTS in elementary, middle and high school update each student’s IEP goal and objectives for the students that you case manage for the 1st reporting period ending August 26, 2021.
  • Acceptable progress reporting includes data of where the student is in mastering the goal/objectives: 4 out of 5 opportunities, attends to task for 15 minutes, 80% accuracy 
  • Unacceptable progress reporting: "in progress" or "minimal progress"  
                Archive the report in the 2021-2022 Progress Progress Reports folder in Frontline/eSped once all goals/objectives have been updated by all service providers.
                Distribute progress reports on September 3rd

     Due by September 3:
Parent Contact Log in Frontline/ESped has two entries documenting the date that the parent letter was sent home and the initial verbal communication to parents. District expectation is that 100% of parents have been communicated with and know who their child's case manager is before mid-September. 
Send progress reports home to parent(s)/guardian(s)