2020-2021 April DC/TL/CS Timeline

What We Do

    Every Week:

    ⬜   Provide a written weekly reminder every Friday by 9 a.m. to case managers to ensure SHARS/Medicaid/Service Logs/tickets are submitted every Friday by 4:30 p.m. 

    Due April 1st - April 29: 

    ⬜  Complete promotional staffings using the Promotional Staffing Worksheet for all ECSE, 5th, and 8th-grade students on your campus. 

    Due by April 8th: 

    ⬜  Complete Monthly Count:  Complete, sign, and obtain administrator's signature for campus Monthly Count and put the actual day the count was taken in the blank.

    ⬜  Meet with Special Education team to share and discuss information from the flipped March DC/TL meeting. Submit your dated Agenda and Sign-In sheet to your Campus Coordinator as documentation of your campus-based meeting indicating that you have met and distributed the information. 

    ⬜ Verify that at least two parent contacts have been documented on the Parent Communication Log in Frontline eSped in the last month. 

    ⬜ Verify that IEP progress reports, service logs, and parent communication logs for the previous grading cycle has been archived for every student receiving special education on your campus. 

    ⬜ Verify and collect a printout of the Frontline export file showing that each student's teachers (GenEd & SpEd) have signed for the IEP documents. 

    Due by April 12th: 

    ⬜  Begin verification of the EOY Audit Spreadsheet for each case manager on your campus 

    ⬜ Submit Promotional Staffing schedules (dates and times that you are meeting with each sending campus) for incoming Kindergarten, 6th, and 9th graders to your campus coordinator.

    Due by April 16th:
    ⬜ Confirmed receipt of NEW February 2021 Procedural Safeguards provided to all our parents, guardians, surrogate parents and adult students eligible for special education. Instructions HERE

     Due by April 21st: 

    ⬜  Provide a written reminder on April 21st to case managers to review their current caseloads and ensure that that every student on their caseload has archived a signed Spring ISD medicaid consent form indicating approval or decline in the frontline/esped archive by April 30th. 

    *Even if the parent declines, the medicaid consent form should be completed and the “no” and/or yes box with parental signature should be indicated on the form. They are to document their attempts in the parent contact log.  (EXAMPLES)*


    Due by April 23rd: 

    ⬜  Verify all Special Education Emergency Contingency Plans are completed.

    ⬜  Secondary: Ensure all IEP updated progress reports are archived and ready for distribution.

     Due by April 26th: 

    ⬜ FINAL ESY SUBMISSION:  Scan and email all Regression Without Recoupment forms with supporting data sheets obtained from case managers to ESY_SISD@springisd.org.  Once your documentation has been submitted, the ESY Review Committee will analyze the data and submit back to and your case managers the proposed ESY services which will include (frequency, duration, time, & location) of services that can be presented to the ARD committee for discussion of ESY Services. 

     Due by April 30th: 

    ⬜  Verify all Covid-19 Compensatory Consideration Form have been completed. 

    Ongoing Due by the end of the month:

    ⬜  Meet with SpEd case managers to review Verification of Services and discuss any students who did not receive their services during the month of February.  Maintain a running record of this information and share with administration if a pattern of concerning behavior is identified through the data.

    ⬜  Make sure any restraint forms are completed and submitted by the certified staff member involved according to the procedures outlined in the procedures manual**: Confinement, Restraint, and Timeout.

    ⬜  Review each student’s days of out of educational placement for OSS, ISS and time away from direct educational instruction in the area of an IEP, and ensure an MDR for those that require it. (10 days and every time after 10) 

    ⬜  Review ARDs Due and ARDs Past Due reports to ensure that all ARDs are scheduled and archived, and email sent to PEIMS Clerk- Wanda Concha to pull PEIMS  if needed. 

    ⬜  Ensure that all 30 day Transfer ARDs take place within the 30-day timeline.

    ⬜  Confirm all transfer agreements have been archived and email the student’s name, date of document, student’s ID number and statement indicating what occurred to the IEP clerk District SpEd Office (Wanda Concha).

    ⬜  Assign Case Manager for all new students. Selections should be determined based on the program the student is involved in, classes where the teacher is assigned to support, extracurricular activities for those students receiving Monitoring Through Support Facilitation

    ⬜ Ensure all withdrawn students are entered on the Change in Student ESPED Status Form

    ⬜  Provide any updated teacher schedules to the Campus Coordinator as schedules are adjusted.

    ⬜  Meet with Special Education Coordinator to provide Department Information

    Due by May 13th:

    ⬜  Complete Monthly Count with signatures prior to May 13th