IEP deadlines keep slipping through the cracks

The Problem

The district's IEP compliance rate was 78% — well below the state target of 95%. Special education coordinators were tracking deadlines on spreadsheets and calendar reminders. When a coordinator was absent or left the district, their tracking system left with them. 43 IEPs were overdue at any given time. The state had issued a warning letter, and the district risked corrective action.

The Plan

1. 1
   Enter all IEPs with critical dates

   System calculates upcoming deadlines automatically from annual review, triennial, and other milestone dates.

   IEP/504 See example

   IEP/504 → Compliance Dashboard

   StudentAnnual ReviewTriennialStatus

   Sarah K.Apr 12, 2026Oct 2027 Due in 21 days

   Marcus J.May 3, 2026May 2026 Overdue

   Emily T.Jun 15, 2026Jun 2028 On track

   Color-coded by urgency. Alerts fire at 60, 30, and 7 days before deadlines.

2. 2
   Monday morning dashboard review

   Building coordinators review their dashboard every Monday. Any yellow or red items require a documented action plan the same day.

   15 minutes weekly

   IEP/504 Data Wall See example

   Data Wall → IEP Compliance View

   StudentReadingMathAttend.Behavior

   Jordan M. Below Appr. 94% 0

   Aaliyah T. Appr. Below 87% 2

   Marcus R. Below Below 76% 5

   All data streams in one view. Stoplight colors make gaps visible instantly.

3. 3
   Monthly district review

   Director reviews all buildings' compliance rates. Buildings below 95% receive additional support.

   Analytics Data Wall

The Team

The director of special education led the initiative with building-level coordinators and the data team.

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