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Case Manager Roles and Responsibilities

 

FAQ 1: What is the role of a Special Education Case Manager?

A Special Education Case Manager is responsible for coordinating services and ensuring students with special needs receive the support outlined in their IEPs (Individualized Education Programs) or 504 Plans. Case managers act as the central point of contact between students, families, teachers, administrators, and service providers.

Their responsibilities include:

  • Facilitating communication between families, school staff, and external partners to keep everyone aligned.
     
  • Developing and implementing IEPs and 504 Plans, ensuring legal compliance and tailoring support to student needs.
     
  • Monitoring student progress through data collection, progress monitoring tools, and regular check-ins.
     
  • Scheduling and leading meetings, such as annual IEP meetings and required evaluations.
     
  • Maintaining accurate documentation in secure systems like PLI Connect 2.0 and Google Drive.
     

For more information on IEPs and 504 Plans, see:

 

FAQ 2: How should I communicate with students, parents, and school staff?

Effective communication is essential in case management. It ensures collaboration, reduces misunderstandings, and builds trust.

 

Best practices include:

  • Use multiple communication channels: 
    • Email for formal communication and sharing documents.
       
    • G-chat for quick updates or informal collaboration.
       
    • Google Meet or Zoom for live meetings and face-to-face interactions.
  • Google Voice number to keep personal numbers private.
  • Maintain consistency by establishing regular office hours (at least 6 hours per day) and sharing them with families and staff.
     
  • Be clear and concise: Avoid jargon, write in plain language, and double-check instructions before sending.
     
  • Encourage feedback from parents, students, and teachers to ensure their needs are being met.

     

If you need support writing clear messages, AI tools such as PLI Teacher Assistant can help draft professional emails and updates.

 

FAQ 3: How do I schedule and conduct IEP meetings?

IEP meetings are a legal requirement and must be held at least once per year, with reevaluations every three years. Additional meetings should be scheduled if a student’s needs change.

Steps for scheduling and conducting IEP meetings:

  1. Contact parents and guardians at least three times, documenting each attempt (date, time, and method).
     
  2. Work with the Client Support Specialist (CSS) to manage logistics and ensure all stakeholders are informed.
     
  3. Use Google Calendar to set up the meeting and check availability of participants:
     
  4. Conduct the meeting virtually using Google Meet. Share the phone dial-in option if parents do not have computer access.
     
  5. Document outcomes in the Post IEP Meeting Form.
     

Meetings should include parents, special education teachers, general education teachers, administrators, and any relevant service providers. 

Students should also attend if appropriate.

 

FAQ 4: What are the legal requirements for student support?

Case managers must comply with federal and state laws that govern services for students with disabilities. The two most important are:

  • Individuals with Disabilities Education Act (IDEA):
     
    • Ensures students receive a Free and Appropriate Public Education (FAPE).
       
    • Requires the development of IEPs with annual reviews and periodic evaluations.
       
    • Mandates parent involvement in decision-making.

       
  • Section 504 of the Rehabilitation Act:
     
    • Prohibits discrimination based on disability.
       
    • Requires schools to provide accommodations through 504 Plans.

       

Case managers must:

  • Ensure students have an annual 30-minute 1:1 check-in and additional meetings as needed.
     
  • Keep thorough documentation of meetings, communications, and progress monitoring.
     
  • Follow FERPA laws to protect student privacy by securing records in PLI Connect and Google Workspace.
     

For templates and logs:

 

FAQ 5: How do I maintain confidentiality and protect student data?

Confidentiality is both a legal requirement and an ethical responsibility. All case managers must adhere to FERPA guidelines, which protect student information.

Key practices include:

  • Use only approved platforms such as PLI Connect 2.0 and Google Workspace for storing and sharing documents.
     
  • Limit sharing to individuals with a legitimate educational interest. Do not download IEPs or sensitive documents to personal devices.
     
  • Confirm FERPA contacts with your PLI support pod (TLS and CSS) if unsure whether a parent or guardian is authorized.
     
  • Secure calendars and notes by using initials rather than full student names in publicly viewable tools.
     

If uncertain, submit a PLI Support ticket for guidance on best practices.

 

FAQ 6: How should I track student progress and provide feedback?

Progress monitoring ensures that students are on track to meet their IEP goals and helps teachers adjust instruction when necessary.

Best practices for progress monitoring:

  • Schedule regular check-ins (annual 30-minute minimum, with additional short-term sessions as needed).
     
  • Use the official Progress Monitoring Template to record data on benchmarks:
    Progress Monitoring Template
     
  • Document each meeting with the date, duration, and action items discussed.
     
  • Provide timely and constructive feedback to students and teachers, highlighting strengths and offering clear next steps.
     
  • Share updates with your Manager of Special Services (currently Dr. Evette Riley-Allison at erileyallison@proxlearn.com).
     

Regular feedback loops create accountability and ensure all stakeholders remain informed.

 

FAQ 7: How do I manage my office hours and availability?

Case managers are expected to provide at least 6 hours of availability per day to support students, families, and staff.

Key expectations:

  • Communicate your office hours clearly to students, parents, and school partners.
     
  • Be responsive during office hours, whether by email, G-chat, or video call.
     
  • Log your hours using the Case Manager Hours Log. Share your folder with Dr. Riley-Allison.
     
  • Balance synchronous and asynchronous tasks: While much of your work can be completed asynchronously, you must remain available for live meetings when needed.

    Maintaining consistency and availability fosters trust with students and families.

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