Caseload Workbooks

Back to School PD

8/2/2022

Purpose

• To learn how to keep caseload information up to date and organized

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Location

• Each teacher will have a personal copy of the caseload workbook that will be shared with them from their PS following this training
• Bookmark it!
• No need to make a copy, just work in the workbook on the Drive

Purpose and Structure

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• The workbook will be the quick reference for the bulk of the essential pieces of information about students on your caseload
• Used for caseload check-ins with assigned PS
• Please keep it up to date
• Multiple sheets/tabs with different purposes
• Consistent record-keeping, language, and format
• Please do not shuffle, add, or delete columns
• Consistency needed in the event of student/staff reassignments, coverage during medical/personal leave, data collection efforts, etc.
• However, you can add new columns to the far right hand side of each sheet.

Tab 1: Caseload

• Because each student gets a single row, some fields may be “N/A”
• Basic student info fields pre-filled, along with notes from previous case mgr.

Tab 2: Check-in

• This is where you and your PS will track discussions and tasks needed at your check in meetings every other week
• Please do not delete from this page

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Tab 3: IEP Tracker

• This will be where you input information as you move through the IEP process.

Tab 4: Calendar

Tab 5: Service Providers

• For each student on your caseload with any service other than SAI

Tab 6: Contact Log

• This will be where you input interactions with the families, HSTs, and service providers that you work with. You can enter date and mode of contact such as email, phone call, text, etc. and what the contact was about.
• Remember, written records are subpoenable. Please take all emotion out and only record facts.

Tab 7: Service % Calculator

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Tab 8: Collaboration

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Let’s Take a Tour of the Workbook

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Additional Resource

• 60-day timeline is available for a reference.
• A free date calculator is available online to help you calculate your 30-day and/or 60-day timelines. Located here: https://www.timeanddate.com/date/duration.html
• Be mindful of triennials where the due date falls after an extended school break (e.g. Thanksgiving break, Winter break, & spring break)
• Example: triennial is due on 2/15/17. So, you will need to count back 60 days plus 14 days for winter break, plus 15 days for parent to sign the AP. So, enter on the calculator the end date of 2/15/17 and then “subtract” 89 days (60 + 14 + 15). So you will need to send the AP to the parent by 11/18/17 in order to comfortably meet the due date of 2/15/17.

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Professional Learning Application Tasks

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• Verify that SEIS and your workbook match (all students accounted for);
• If someone is missing, please email your PS
• Begin populating your workbook

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Questions?