2021-2022 February Case Manager Timelne

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 6-12

January 27, 2022

February 3, 2022

February 4, 2022

Grades PK & K

February 2, 2022

February 17, 2022

February 18, 2022

Grades 1-5

February 2, 2022

February 10, 2022

February 11, 2022

Grades 6-12

February 17, 2022

February 24, 2022

February 25, 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.

Due by February 1:

⬜   Verify that the Testing Coordinator received all ARD’d accommodations and supports for Benchmark testing.

Due by February 4:

⬜   Submit ESY Regression Without Recoupment form and supporting data sheets from Winter  Break to DC/TL for considerations for Extended School Year (ESY) services. Data should be from January 4th - February 3rd.

⬜   ESY / Recoupment Example Data Form

⬜   Extended School Year Regression / Recoupment Data Form - Winter Break (December-January)


Due by February 8: 

⬜   Ensure that student work samples have been filed in STEP binders (virtual or manual) maintained by GenEd teachers. 

⬜   Ensure that at least one parent contact has been documented on the Parent Communication Log in Frontline eSped in the last month. 

⬜   Finalize your Teacher Schedule and assist any para who works with you on completing the (substitute all areas printed in RED with individual information) and submit to your DC/TL.

⬜   Submit a printout of the Frontline export file showing that each student's teachers (GenEd & SpEd) have signed for the IEP documents to DC/TL. 

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

⬜   Begin/continue data collection for students to determine considerations for Extended School Year (ESY) services 

⬜   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, 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.

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

⬜   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 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


Due by March 4: 

⬜   Meet with DC/TL to discuss student data on benchmarks taken in February and to discuss the data collected on the effectiveness of the students' supports/accommodations. 

⬜   File Student student work samples for the month of February in a folder that is kept in the students’ Schoology portfolio. 

District expectation of completion of above submissions - 100%