Case Manager Responsibilities

Maintaining Contact Logs

Providing parent(s)/guardian(s) of students, both with and without disabilities, meaningful participation in their child’s education is one of the cornerstones of education. All service providers should have regular communication with parent(s)/guardian(s) of any student they serve. Service providers should ensure that each parent contact, either related to a Notification of Meeting or to discuss a student’s progress, strengths, or weaknesses, is documented in the IEP Software System to allow for a history of these contacts.

Service providers can input contacts into the IEP Software System using the following steps. Note that these detailed steps also allow system users to document non-parent contacts as well, allowing there to be a detailed description of collaboration with other service providers, general education teachers and any outside agencies that the parents have provided consent for communication.

Contacts related to a process or an action that has a contact log embedded within the process or action should be documented in the contact log associated with the process or action. Examples of processes or actions with a contact log embedded are the IEP process, Reevaluation process, Amendment (Cover Page), and the Notice of Meeting. Additional contacts outside of a process or action should be documented in the contact log accessed through the Add Action menu of Enrich IEP.

To record contacts in the contact log associated with a process, users will follow the steps below:

• Once you have selected the individual student, navigate to the student’s Programs tab.
  
  
  


• Select “Edit Draft” to open the process and record parent contacts.
  
  
  


• Parent contacts are recorded in the “Record of Parent Contact” section within a process. For the IEP process, this is found within the IEP Meeting section of the process.
  
  
  


• Enter all relevant information:
  
  
  
  
  
  • Date: Select the date of the contact using the date-picker tool.
  
  
  • Method of Contact: Select the appropriate contact method from the dropdown box provided.
    
    
    
  
  
  • Details: Any information relevant to the contact will be documented here. This may include parent questions, comments, or concerns or may include a summary of the discussion with another service provider or general education teacher.
  
  
• Select “Add” to document additional contacts.
  
  
  


• Select "Save to save all information entered.


• Select "Close" to exit the process.
  
  
  

To record contacts that are not associated with a process or action users will follow the steps below:

• Once you have selected the individual student, navigate to the student’s Programs tab.
  
  
  


• Select “Add Action” to open the Add Action Menu.
  
  
  


• Select Contact Log from the Action menu dropdown.
  
  
  


• Select the start date using the date-picker tool. The start date is the date the user is completing the Contact Log.
  
  
  


• Enter all relevant information:
  
  
  
  
  
  • Date: Select the date of the contact using the date-picker tool.
  
  
  • Time: Enter the time of the contact.
  
  
  • Content: Any information relevant to the contact will be documented here. This may include parent questions, comments, or concerns or may include a summary of the discussion with another service provider or general education teacher.
  
  
  • Person making contact: Enter the name of the individual making the contact.
  
  
• Select “Add” to document additional contacts.
  
  
  
  
  
• Select the end date using the date-picker tool. The end date is the date the user completes the Contact Log.
  
• Select “Add” to document additional contacts.
  
  
  
  
  
• Select Finalize to save all information entered.


• Select “Close” to exit the action.
  
  
  
  
  

To continue to the next section Community Based Instruction (CBI), click Next Below.