Who is responsible for managing and coordinating the special education services a student receives?

When kids have an IEP or are in the process of getting one, they have a case manager through the school. You’ll see the case manager’s name listed on the paperwork you receive. You may wonder: What are case managers and what do they do? Here’s what you need to know about IEP case managers.

An IEP case manager’s role

A case manager is usually a special education teacher or another member of the IEP team. (This person may be a special education teacher who works directly with your child, but doesn’t have to be.)

The case manager is responsible for making sure your child’s special education services and supports are in place. The case manager ensures that those services and supports are being provided for in the way that’s described in your child’s plan.

Case managers often work with a number of students during the year. Their responsibilities may vary from school to school. But one thing all case managers have in common is overseeing the IEPs of students.

The case manager makes certain all paperwork and evaluations for your child are up-to-date. The manager also makes sure everyone is following the IEP, so your child has the support needed to meet specific goals.

How IEP case managers work with parents

Your first contact with a case manager may be when it’s time to get your child evaluated. The case manager will keep you informed about when your child’s testing will happen. The manager can also help explain the special education process to you, and set up an IEP eligibility meeting once the evaluation process is complete.

That doesn’t mean you can’t talk to your child’s teachers about things that are happening in the classroom. But when you have questions about your child’s IEP, need to set up a meeting or have concerns, you should reach out to the case manager.

The case manager will also keep you posted on your child’s progress and let you know if there are any concerns that come up on the school’s end.

How case managers work with the IEP team

Your child’s case manager will stay in close contact with the IEP team. It’s good for teachers, school officials and specialists to stay up-to-date on your child’s plan. Among other things, the case manager is also in charge of:

• Working with teachers and parents to coordinate schedules for IEP meetings
• Making sure all team members get prior written notice before and after meetings
• Collecting information and updates from teachers, especially if they’re unable to attend an IEP meeting
• Taking notes, gathering data, and writing up the IEP document

Case managers also work with all your child’s teachers and related service providers to make sure they understand the IEP. The manager can tell them about any resources they need and how to get and behavior plans in place.

Partnering with your IEP case manager

Your child’s teachers will change from year to year, but often the IEP case manager will stay the same as long as your child is in the same school. It depends on the school and staffing options. If you do get the same case manager, it can make it easier to work with an IEP team. That’s because the case manager knows your child’s school history.

Having good communication with your child’s case manager can help keep you in the loop about what’s happening at school. You may want to talk about planning to check in with the case manager every week or two. Be sure to talk through both of your preferences for contact by phone or email. That can help you avoid unnecessary meetings or frustration.

• The case manager makes sure the IEP team understands your child’s plan.

• Good communication with the IEP case manager can help you avoid unnecessary meetings.

• Building trust with the case manager creates opportunities to share important information about your child.

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Amanda Morin is the author of “The Everything Parent’s Guide to Special Education” and the former director of thought leadership at Understood. As an expert and writer, she helped build Understood from its earliest days. 

Jenn Osen-Foss, MAT is an instructional coach, supporting teachers in using differentiated instruction, interventions, and co-planning.

Director of Pupil Personnel Services 
 
The director is responsible for overall leadership and management of special education services.  The director collects and provides data to assure effective, ongoing program development and evaluation.  This includes the management of budgets, personnel, programs, and monitoring for compliance with state and federal mandates.  The director is responsible for the direct evaluation of special education staff and related services personnel.  The director works cooperatively with building and other administrators to coordinate special education services with other district programs.  The director serves as district liaison to various community and agency committees.   
 
Building Administrators (Principals and Assistant Principals) 
 
The building administrator provides leadership and support to staff in the implementation of all educational programs.  The principal is responsible for the full range of activities necessary to meet the needs of all students in the school.  This includes being knowledgeable of rules and regulations that affect students with disabilities (e.g., discipline of special education students.  In addition, the principal ensures that the building special education team functions to meet the needs of all students.  The principal participates in the selection and assignment of special education staff and is responsible for the supervision and evaluation of special education staff.  The building administrator also keeps the special services administrator apprised of building needs and issues and participates in planning, creating, and implementing the delivery of services to all students in the school.  The building principal fulfills the role of LEA representation at IEP meetings.  
 
Special Education Teachers 
 
Special education teachers have case management responsibility for supporting and monitoring all students with disabilities who are assigned to them.  They provide direct instructional services to students and provide support to general education staff when the student is in the general education classroom.  They plan, manage, and teach instructional content and are responsible for writing IEP's for students, as well as planning and managing their students' IEP meetings.  In addition, the special education teacher is responsible for follow up and evaluating or monitoring the IEP goals and objectives.  The special education teacher serves as a resource for other teachers in the building, and fulfills the role of LEA representative at IEP meetings.   
 
Early Childhood Coordinator 

Early childhood coordinator facilitates and oversees the transition process for young children from early intervention (Part C) to Barrington's special education services (Part B).  Responsibilities include administration of Teaching Strategies Gold, collaborating with special education director to obtain Bright Start rating, serving as LEA/member of preschool evaluation team and serves as a liaison between RIDE and the special education director.

 Child Outreach Coordinator