Master Calendar — Protocol

Source email: "master calendar" — Shannon Flaherty, 2023-09-14 Status caveat: 2023 email. Color-coding scheme + Special-Programs reference may have shifted; the underlying protocol (don't change yourself, email Shannon) is stable.

What it is

A spreadsheet calendar of every IEP-related meeting Shannon's team is responsible for, shared each year in early September with the case-manager team.

Cardinal rules

1. Do not change the calendar yourselves. Email Shannon with proposed changes.
2. If you don't see one of your meetings on the calendar, tell Shannon — she won't know to hold the time otherwise.
3. Every meeting should be on the calendar before you send the parent invite. Send the invite without waiting for parent confirmation; it can be edited later if the parent requests a different date.

Things to verify when the calendar drops each fall

Shannon's checklist from the 2023 email:

1. Case-manager color codes — on the September page.
2. Each of your meetings is scheduled within the correct timeline (annual review before IEP expires, triennials before eligibility expires).
3. No meeting scheduled twice.
4. Evaluators: confirm the correct number of days were allotted between AED and Eligibility meetings.
5. Issues: check the calendar for a feasible alternative date and email Shannon — don't change the calendar yourself.
6. Want to move a meeting up (because you think the IEP needs amending before the original date)? Same — find options on the calendar, email Shannon.
7. Errors / omissions: email with student name + date on calendar + nature of the error (e.g., "IEP will expire before meeting date").

Why the strict "email me" rule

Shannon is the central source of truth for who has what meeting when. Direct edits create silent conflicts. Centralizing keeps the calendar trustworthy.

"I cannot emphasize enough the importance of checking the master calendar carefully... I do not trust Special Programs and the list I generated on it may be incomplete."

New to the team

"If you are new to the sped team and want me to go over the calendar with you, let me know and we can set time aside to do so."

Annual rhythm

• Early September: master calendar is shared.
• Late September: confirm all your meetings are on it and accurate.
• Throughout the year: any change request goes through Shannon.