2021-2022 December Case Manager Timeline

What We Do

    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

    Archive Date

    Distribution Date

    Grades 1-12

    November 18, 2021

    December 2, 2021

    December 3, 2021

    Grades PK & K

    November 18, 2021

    December 9, 2021

    December 10, 2021

    Grades 1-12

    December 16, 2021

    January 6, 2022

    January 7, 2022

    Grades PK & K

    December 16, 2021

    January 13, 2022

    January 14, 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. Recorded information using the Special Education Progress Monitoring & Failure Documentation Form). This will be used to inform next steps.

    Add the Receipt of IEP Progress Cover Sheet for receipt of IEP progress report to be returned with parent signature.

    ⬜   Update Parent Contact Log for each student in Frontline/eSped. Case Managers should contact the parent at least twice a month (this will be archived at the end of the year).  

    Before December Benchmark Tests or STAAR EOC: 

    ⬜      Make sure accommodations/supplemental aids are prepared/available for students to

               Receive before the December local or state assessments. 

    ⬜      Speak with parents of students taking the district benchmarks/STAAR EOC to let them

               know that accommodations will be provided during the assessment and how the 

               assessment will be used - record conversation using the Parent Communication Log in


    Due by December 15:

    Submit ESY Regression Without Recoupment form and supporting data sheets from Thanksgiving Break to DC/TL for considerations for Extended School Year (ESY) services. Data should be from November 29th - December 15th.
    ESY / Recoupment Example Data Form
    Extended School Year Regression / Recoupment Data Form - Thanksgiving Break (November)

    Every Month:

    ⬜   Attend PLC(s) and Monthly Connection Meeting(s). 

    ⬜   Ensure that ARDs & FIE/Reevaluations due for the month are scheduled, held, and archived within 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 S.T.E.P. Binders have current student IEP information in them and are being maintained by the general education teacher (for all STAAR/EOC tested areas). 

    ⬜   Communicate with parents, and update Parent Contact Log in Frontline/eSped on strengths that you have seen in their child up to this point. Discuss 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. 

    ⬜   Document all Special Education ARD/IEP services provided daily.

    ⬜   Ensure all Special Education ARD/IEP services provided for the week are documented by Friday at 4:30pm.

    ⬜   Ensure all services were logged for the previous month in the Frontline/eSped Service Logs. Please use Virtual Supports for Service Documentation, to 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 annual an transfer ARD/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/eSped 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 and discuss 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 

    Due by January 7:

    ⬜   Make sure accommodations/supplemental aids are prepared/available for students to receive

           before the January Benchmark.

    ⬜   Distribute IEP Progress Reports with the issuance of report cards. Progress Reports must 

           be sent home to ensure parents/guardians are aware of student progress toward mastery of

           goals. Update using specific data aligned to the written goal/objectives. 

    ⬜   File student work samples, Goals/Objectives data, and accommodation data for November in your electronic confidential folder located in Schoology. 

    District expectation of completion of above submissions - 100%