Special Education Caseload Checklist

Checklist preview

Caseload Overview

• List every student on your caseload with grade level and key contacts.
• Record annual review and re-evaluation due dates in one calendar.
• Store caseload lists securely and limit access to authorized personnel.
• Set reminders well ahead of each compliance deadline.

Services & Scheduling

• Record service minutes, settings, and providers from each student's IEP.
• Build a service schedule that matches each student's plan.
• Coordinate schedules with general education teachers and related service providers.
• Track missed services and address them according to district procedures.

Accessibility & Instructional Supports

• Share each student's accommodations with the staff who implement them.
• Provide accessible materials, such as large print, audio, or digital text, as plans require.
• Plan instructional adaptations based on each student's individual goals.
• Check that assistive technology is available, working, and used as planned.
• Review each student's accommodations for classroom and state assessments.

Progress Monitoring & Data

• Set up a progress-monitoring tool for each IEP goal.
• Collect data on the schedule written in each goal.
• Review data regularly to decide whether instruction needs adjusting.
• Prepare progress reports for families on the required schedule.

Collaboration & Communication

• Schedule regular check-ins with general education teachers.
• Plan direction and support for paraprofessionals.
• Keep a communication log of family contacts.
• Share meeting dates and updates with the team in advance.

Documentation & Confidentiality

• Organize documentation by student and date.
• Document services delivered as your district requires.
• Review district procedures and timelines at the start of each year.
• Rely on each student's individual plan, not this checklist, to determine supports.