2021-2022 January 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

Archive Date

Distribution Date

Grades 1-12

December 16, 2021

January 6, 2022

January 7, 2022

Grades PK & K

December 16, 2021

January 13, 2022

January 14, 2022

Grades 1-12

January 27, 2022

February 3, 2022

February 4, 2022

Grades PK & K

January 27, 2022

February 9, 2022

February 10, 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 January 3:

⬜  Elementary & Secondary: Monitor student progress to determine if a Failure ARD or 

      Attendance ARD needs to take place based on student performance/attendance for the 2nd

      consecutive progress reporting period.

⬜  Elementary & Secondary: Update each IEP goal with objectives for the students you case         manage for the 2nd reporting period with the report date of December 16, 2021.

⬜ Archive the report in the 2021-2022 Progress Reports folder in Frontline. Acceptable progress reporting: 4 out of 5 opportunities, attends to task for 15 minutes, 80% accuracy Unacceptable progress reporting: "in progress" or "minimal progress" 

Grades 1-12: Print/review updated progress reports by January 3.

Due by January 10:

Grades PK & KG: Print/review updated progress reports by January 10.

Due by January 7 & 14:

⬜  All service log entries begin in eSped - begin documenting all service provision in 

      Frontline (esped) 

      *Utilize the Medicaid logs for students with ARDed Personal Care Supplements (PCS) 

        Indicate if the service is billable or non-billable on the medicaid log

     If the student has a Medicaid log, do not duplicate the services on the IEP supports and

     services log

⬜ Distribute the Report of Student’s Progress toward IEP Goals/Objectives for each student who you case manage along with Report Card (if applicable). January 7 (Grades 1-12) and January 14 (PK & KG) 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 December in your electronic confidential folder located in Schoology. 

Due by January 28:


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


⬜ Sign Completed Verification of Special Education Services Form showing all students are scheduled to receive their IEP service. Verify that the student's schedule matches the student's Schedule of Services page in the IEP and that the master schedule shows that a teacher is assigned to the class to provide the services.


⬜ Complete Schedule template and submit to DC, TL, and/or CS


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 Form 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

⬜   Ensure all ARDs are scheduled within timelines with enough time available for any  re-schedules needed (parents request change of date/time, staff are out due to illness, etc.)

⬜  IF an ARD/IEP meeting is cancelled alert the IEP Clerk, The Reason for ARD Cancellation Form must be completed. 

⬜   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 the draft IEP document has been provided to the parent 5 days before the ARD/IEP meeting

⬜  Ensure progress on goals and objectives have been completed/updated and archived prior to the ARD.

⬜  Ensure all service logs have been completed prior to the ARD and prior to archiving   (after archiving the previous service logs will not be accessible)

⬜   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


⬜   Archiving IEP paperwork:

⬜  Ensure signatures are being obtained during ARD meeting and definitely prior to archiving 

⬜  Don’t forget the ARD Meeting Notice! Obtain parent signature if they are participating in person, collect the returned notice and have IEP Clerk scan, upload, label, and archive document

⬜  Ensure ARD/IEP documents are labeled, filed, and archived appropriately in eSped in the 2021-2022 folder

⬜  All ARD/IEP documents must be archived within 48 hours of the ARD/IEP meeting! (2 work/school days)

⬜  ARD/IEP Archive Confirmation Must be completed by the Case Manager

Due by February 7: 

⬜  Ensure that student work samples have been filed in STEP binders maintained by GenEd teachers. 

⬜  Ensure that at least one parent contact has been documented on the Parent Contact log in frontline eSped..

District expectation of completion of above submissions - 100%