Annual Case-Manager Task Calendar — Cradle to Grave

Generated: 2026-05-10. Synthesizes everything in this directory + research/ into a single year-long view.

What this is: A month-by-month calendar of every recurring task you're responsible for as a DCPS SpEd case manager at Bancroft. Each task links to the procedure doc that has the full instructions.

What this is NOT: A substitute for the procedure docs. This is the index + timing layer.

How to use: At the start of each month, scan that month's row. Click into the linked doc(s) for the full procedure.

Quick legend

🔁 = Recurring fixed-cadence (every year, same window)
🎯 = Per-student, triggered by individual due date (multiple per year, varying months)
⚡ = Triggered/reactive (no fixed schedule, but you handle several per year)
📊 = Data/maintenance (continuous, with checkpoints)

AUGUST — School Year Setup

Task	Type	Doc	Notes
BOY SpEd Inclusion Norming Meeting	🔁	boy-sped-norming.md	Annual, week 1
Meet with each gen ed teacher (norms, routines, planning times)	🔁	boy-sped-norming.md	Day 1-3 of school
Share IEPs with gen ed teachers	🔁	boy-sped-norming.md	By 3pm Friday week 1
Update Accommodations spreadsheet to current SY (`IEP-504 Accommodations SY YY-YY.xlsx`)	📊	boy-sped-norming.md	Once at BOY + maintain
Week 1 stay-in-class protocol (no academic pull-out Mon-Tue, only testing/community-building Wed-Fri)	🔁	boy-sped-norming.md	Week 1 only
Begin BOY assessments (DIBELS, mClass Lectura individual; RI/iReady/MAZE/STAR SLA group)	📊	boy-sped-norming.md	Aug 31 – Sept 30 window

SEPTEMBER — Calendar + Invites

Task	Type	Doc	Notes
Verify Master Calendar when Shannon shares it	🔁	master-calendar-protocol.md	Early September
Verify color codes, meeting timelines, AED-Eligibility 45-day spacing, no double-bookings	🔁	master-calendar-protocol.md + case-manager-meeting-sop.md	Per master calendar release
Send all anticipated meeting invites (LOI in SP + Outlook to whole team + parent)	🔁	case-manager-meeting-sop.md	After master calendar drops
Email Shannon if you find calendar errors (never edit calendar yourself)	🔁	master-calendar-protocol.md	As needed
Finish BOY assessments (close Sept 30 window)	📊	boy-sped-norming.md	By Sept 30
Establish weekly planning routines with each gen ed teacher	🔁	inclusion-collaboration-strategies.md	Sept

OCTOBER — Term 1 Wrap

Task	Type	Doc	Notes
Term 1 Progress Reports	🔁	progress-report-windows.md	Late Oct / early Nov
Annual IEP meetings (per student per due date) — meetings due Sept-Oct of next SY must be held by May 31 of THIS year — track these	🎯	case-manager-meeting-sop.md + boy-sped-norming.md	Per student

NOVEMBER — Steady State

Task	Type	Doc	Notes
Term 1 Progress Reports finalize (if not already done)	🔁	progress-report-windows.md	Early Nov
Annual IEP meetings continuing	🎯	case-manager-meeting-sop.md	Per student
Triennial reevals starting (per individual student 3-yr cycle)	🎯	reeval-eligibility-flow.md	Per student

DECEMBER — Last Push Before Break

Task	Type	Doc	Notes
Annual IEP / Triennial meetings continuing	🎯	case-manager-meeting-sop.md + reeval-eligibility-flow.md	Per student
Mid-year check on accommodations spreadsheet (update after each meeting that changed accommodations)	📊	(per Jan 2026 agenda)	After each meeting

JANUARY — ESY Window Opens + Term 2 Reports

Task	Type	Doc	Notes
ESY eligibility window opens (typically early January)	🔁	esy-eligibility-window.md	Watch for Shannon's announcement email
Mark ESY eligibility on every IEP finalized while window is open	🔁	esy-eligibility-window.md	Through April 1
Term 2 Progress Reports	🔁	progress-report-windows.md	Late Jan / early Feb (~5-day window)
Initial referral cutoff awareness — accept teacher referrals; cutoff approaching end of March	⚡	initial-referral-checklist.md	Through end of March
Annual IEP / Triennial meetings continuing	🎯	case-manager-meeting-sop.md + reeval-eligibility-flow.md	Per student

FEBRUARY — Steady State + Re-eval Push

Task	Type	Doc	Notes
Term 2 Progress Reports finalize (Central hard close ~Feb 3)	🔁	progress-report-windows.md	Honor case-manager courtesy rule
Annual IEP / Triennial meetings continuing	🎯	case-manager-meeting-sop.md	Per student

MARCH — Initial Referral Cutoff + ESY Push

Task	Type	Doc	Notes
End-of-March initial referral cutoff — last day for new teacher referrals	🔁	initial-referral-checklist.md	~March 30
Annual IEP / Triennial meetings continuing	🎯	case-manager-meeting-sop.md	Per student
Begin ESY parent outreach for eligible students	🔁	esy-eligibility-window.md + parent-communication-log.md	March-April

APRIL — ESY Decisions + Term 3

Task	Type	Doc	Notes
ESY eligibility window closes (~April 1)	🔁	esy-eligibility-window.md	Hard date
ESY parent outreach — confirm attendance/decline (use 3 attempts / 3 days / 2 modes due-diligence)	🔁	parent-communication-log.md	Throughout April
Issue ESY-decline PWNs for families that decline	🔁	esy-pwn-decline.md	As decisions come in
Term 3 Progress Reports	🔁	progress-report-windows.md	Mid–late April
Annual IEP / Triennial meetings continuing	🎯	case-manager-meeting-sop.md	Per student

MAY — End-of-Year Sweep

Task	Type	Doc	Notes
🚨 May 31 deadline — hold IEP/eligibility meetings for any student whose IEP/eligibility is due Sept-Oct of NEXT school year (this is the BOY norming rule that catches case managers off guard each fall)	🔁	boy-sped-norming.md	By May 31
ESY Portfolio submission for eligible students who WILL attend	🔁	esy-portfolio.md	Late May / early June
Final ESY-decline PWNs for any late-deciding families	🔁	esy-pwn-decline.md	As needed

JUNE — Term 4 + Year Wrap

Task	Type	Doc	Notes
Term 4 Progress Reports	🔁	progress-report-windows.md	Mid–late June
ESY Portfolio submission (if not done in May)	🔁	esy-portfolio.md	Before ESY starts
Final IEP/Eligibility meetings of the year	🎯	case-manager-meeting-sop.md	Per student

SUMMER (July) — Off-Season

Task	Type	Doc	Notes
Some students attend ESY (handled by ESY staff, not you)	—	(ESY team owns)	Not your task
Possibly: review caseload roster for next year when Shannon distributes	🔁	(per Sept norms)	Late July

TRIGGERED / REACTIVE TASKS (no fixed cadence, expect multiple per year)

Task	Doc	Trigger
Compensatory Services Workflow (8 steps from outreach to authorization letter)	comp-services-workflow.md + comp-services-pwn-template.md + comp-services-meeting-notes-template.md	Service gap detected (e.g., extended provider absence, DCPS capacity shortage)
Medicaid Consent chase	medicaid-consent.md	DCPS audit notice (sporadic)
Document Translation request for any IEP / Eligibility / formal report	document-translation.md	Each non-English-dominant family meeting
Refusal-to-evaluate PWN	research/pwn-drafting-guide.md §4G	Parent requests evaluation, team declines
Placement-change PWN	research/pwn-drafting-guide.md §4C	LRE shift
Service-change PWN (increase or decrease)	research/pwn-drafting-guide.md §4D	Service hour change
Comp Services PWN	comp-services-pwn-template.md	LEA owes service hours
Eligibility-determination PWN	research/pwn-drafting-guide.md §4E	Initial finding or change at re-eval
Graduation/aging-out PWN + SAAFP	research/pwn-drafting-guide.md §4F	Student aging out / graduating
Proceeding without parent at meeting PWN	research/pwn-drafting-guide.md §4H + parent-communication-log.md	Parent doesn't attend after documented outreach

CONTINUOUS / NEAR-DAILY TASKS

Task	Doc	Frequency
Log every parent communication in SP Contact Logs Part B	parent-communication-log.md	Every contact
Update Testing Accommodations spreadsheet	(per Jan 2026 agenda)	After each meeting that changes accommodations
Collect progress monitoring data	research/iep-writing-best-practices.md §7	Continuous; minimum 4× per year for reports
Service delivery + documentation in SP	(per case-manager-meeting-sop)	Each session
Co-teaching / push-in routines with gen ed teacher	inclusion-collaboration-strategies.md	Daily/weekly
Student-led IEP prep for upcoming student meetings	student-led-iep-prep.md	Per upcoming meeting

PER-STUDENT MEETING (Repeats throughout the year — expect 12-15+ meetings/year for a typical caseload)

Each individual IEP, AED, or Eligibility meeting follows this same workflow:

10 days before

Send Letter of Invitation (LOI) via SP — Documents > Create New Doc > Sped Notices > LOI
Send Outlook calendar invite (specify virtual or in-person; offer parent both)
Begin parent outreach (3 attempts / 3 days / 2 modes minimum)
Draft IEP must be in SP — share with home (electronic or hard copy)
Other team members complete their parts (RSPs etc.) — 2 days prior to AED, 10 days prior to IEP
Prep Procedural Safeguards, Medicaid Consent, signature pages

→ Full detail: case-manager-meeting-sop.md

Day of meeting

Present your data
Translation arranged (Language Line or colleague) IF non-English-dominant family

Within 3-5 days after

Order assessments (3-day legal limit from parental consent for evaluation)
Finalize Eligibility Determination Report (3-day legal limit)
Finalize IEP (5-day legal limit)
Upload signature pages, consent forms, meeting notes
Create + finalize PWN (AED, Eligibility, or Amendment as applicable)
Send all documents to parents + log delivery in Comms
Update IEP-at-a-Glance + share with gen ed teachers (highlight changes)
Update accommodations spreadsheet

→ Full detail: case-manager-meeting-sop.md + iep-legal-timelines.md

KEY DEADLINES TO TATTOO ON YOUR ARM

These are the ones that catch case managers and damage IMPACT scores or trigger compliance findings:

Deadline	Why it matters
Assessments ordered within 3 days of parental consent	Legal; IMPACT-affecting
ED finalized within 3 days of meeting	Legal; IMPACT-affecting
IEP finalized within 5 days of meeting	Legal; IMPACT-affecting
Draft IEP in SP 10 days prior to meeting	Team accountability + Shannon's expectation
Initial eval completed within 60 days of parental consent	Legal (5-A DCMR §3005); DL injunction watches this
Eligibility meetings ≥ 45 days after AED	Per master calendar rule (per case-manager-meeting-sop.md)
No student goes >6 years without psych eval	Per Sept 2025 deck
May 31 cutoff for any IEP/eligibility due Sept-Oct of next SY	Per BOY norming
April 1 close of ESY eligibility window	Per Shannon's January reminder emails
End-of-March initial referral cutoff	Per Jan 2025 referrals memo
3 attempts / 3 days / 2 modes parent outreach standard before proceeding without parent	DCPS due-diligence rule

What's NOT yet on this calendar (gaps for follow-up)

IMPACT cycles — Cycle 1 (~late fall) + Cycle 2 (~spring) evaluation conferences. Eligibility Timeliness component is the SpEd-specific scoring lever.
CSC (Commitment to School Community) submissions — IMPACT-related self-reflection
LEAP weekly seminars — DCPS-mandated PD attendance
Whole Child Meetings — recurring grade-level MTSS/SpEd/ELL data review
Bridges/Eureka curriculum-to-IEP-goal alignment — your existing work, not yet formal procedure

If/when you want any of these mapped, the source materials are in your local Bancroft folder and the Bancroft RAG.

How this doc connects to everything else

Procedure docs in this directory tell you HOW to do each task
Research docs in research/ tell you WHY (legal, professional, comparative context)
This doc tells you WHEN

When stuck: scan THIS doc to figure out what month you're in and what's coming. Click through to the procedure doc for HOW. Read the research doc when you need to defend a decision or want to do better than the bare-minimum compliant version.

Maintenance

This calendar should be reviewed in late summer each year (BOY) to:

Update specific dates that rotate (Term progress report dates, ESY window dates, referral cutoff, May 31 sweep targets)
Verify which students are due for IEP/eligibility/triennial in the upcoming year
Carry forward any new patterns Shannon shipped via email or PowerPoint