2021-2022 January DC/TL/CS 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

    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

    Ensure that the case managers followed 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"  


    Ensure that the case managers scheduled a staffing for students who are failing or not making adequate progress on the IEP goals/objectives and use the Special Education Progress Monitoring & Failure Documentation Form. This will be used to inform next steps and should be maintained in the case managers STEP binder.

    Ensure that the case managers add a Receipt of IEP Progress Cover Sheet for receipt of IEP progress report returned with parent signature.


    ⬜  Confirm that case managers update the student’s parent contact log for each student in Frontline/eSped (at least 2 entries/month).


    Due by January 4: 

    ⬜  Verify that Progress Reports were archived & ready for distribution for all student's.


    ⬜  Run a batch report for all students to confirm 100% compliance for the following areas:

    • Archived progress report in the 2021-2022 Progress Reports folder in eSped Frontline

    • Evidence of services logs and parent contact logs in eSped Frontline 

    ⬜ Confirm all IEP Progress Reports were distributed along with General Ed Report Cards

    ⬜ Collaborate with case managers and schedule failure or attendance ARDs based upon the identified students from report cards or progress monitoring.

    Due by January 9: 

    ⬜  Complete Monthly Count for January with required signatures. 


    Due by January 14: 

    ⬜  Attend monthly DC/TL Connection Meeting.

    Due by January 28:

    ⬜  Submit your dated Agenda and Sign-In sheet to your Campus Coordinator as documentation of your campus-based meeting indicating that you have distributed the information from the December and January DC/TL updates/Connections.

    ⬜  Submit Special Education campus sign-in sheets (this is the form found on the red clipboard) are due to the Special Education Director’s Secretary.

    Due by January 31:

    ⬜  Ensure all case managers updated & signed the Verification of Services showing all students' schedules match their schedule of services.

    ⬜ Collect Elementary Teacher and Paraprofessional Schedules 

    ⬜ Collect Secondary Teacher and Paraprofessional Schedules

    ⬜  Inter office mail the Special Education Campus Sign-In sheets to Diana Espinosa (for many 

          campuses, this is found on the red clipboard in the front office).

    Ongoing, Due by end of 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 December.  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) 

    ⬜ Work with the IEP Clerk to ensure IEP Meetings for the following month are scheduled 3 

    weeks in advance.


    Work with the IEP Clerk to ensure completed IEP Meetings for the current month are archived and PEIMS sheets provided to the SEMS clerk 


    Work with the IEP Clerk to ensure FIE/Reevaluations dates for the current month are archived and ensure the submission of the ARD/IEP Archive Form. 


    Work with the IEP Clerk to review the ARDs & FIE/Reevaluations that should have taken 

    place the prior month and if any are out of timeline discuss scheduling the ARDs so they 

    are completed this month.

    Meet with SpEd team at a minimum of two times per month to distribute information from 

    DC/TL/CS meeting and to support the team in: maintaining student information, 

    developing draft PLAAFP statements, Goals & Objectives, Accommodations, 

    understanding, understanding Service Logs, etc.  

    Submit Agenda and Sign-In sheet to Coordinator where information is distributed from 

    DC/TL updates/Connections.

    Ensure that GenEd content or grade level department chairs/team leads are sharing the 

    lesson plans with ECSE, AB, PASS, SILC, Inclusion and Homebound teachers.

    ⬜   Ensure that all 30 day Transfer ARDs take place within the 30-day timeline. Follow Transfer Procedures for all students who enter the district. 

    Compare Campus PEIMS list with Frontline/eSped report to ensure all students who 

    receive Special Education are accounted for and have a Case Manager assigned to 

    them. Report discrepancies to Campus Coordinator.


    ⬜  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 February 4:

    ⬜  Ensure all testing accommodations are noted and supplemental aids are prepared for students taking the district Benchmarks.

    ⬜  Submit schedules to Campus Coordinator