About this product

Built for school-based SLPs, SLPAs, OTs, and special-education case managers who are done losing track of due dates across a 100+ student caseload.

WHAT YOU GET (instant download):

• Caseload-Compass.xlsx — a 12-sheet workbook with 100% native formulas (no macros, works in Excel 2019+ and Google Sheets):
• START HERE — guided setup walkthrough
• SETTINGS — FERPA initials-only privacy toggle, your 5 school sites, school-year start
• ROSTER — master caseload roster for 120 students: name, site, grade, case manager, Annual IEP due date, triennial re-evaluation due date, weekly mandated minutes, auto monthly minutes, and automatic 30/15/7-day color alerts (red = overdue, orange = 7 days, amber = 15 days, pale yellow = 30 days) plus a CHECK DUE DATES flag
• SCHEDULE — multi-campus weekly therapy block scheduler with travel-buffer rows and an editable 5x5 site-to-site travel-time matrix
• MINUTES LOG — 500-row session log (scheduled vs. delivered minutes, auto missed-session flagging, billable toggle)
• MINUTE SUMMARY — monthly dashboard: pick the report month and see per-student mandated vs. delivered minutes, deficit / makeup-minutes-owed math, session counts, and missed counts, with a whole-caseload total
• GOALS — individual student goal bank (60 rows): goal text, domain, baseline %, mastery criterion %, auto sessions-logged, latest date, latest accuracy, average of last 5, and a green Mastery Met flag
• TRIALS — 500-row trial accuracy log (correct / total per session)
• PROGRESS CHART — pick a student + goal from dropdowns and the trial-accuracy line chart redraws automatically; print it for progress reports and IEP meetings
• CONTACTS — 120-row parent/teacher/provider contact log
• BILLING — 200-row Medicaid/service billing log with service-code dropdowns and a monthly units total
• DEFINITIONS — plain-English glossary of IEP/triennial/service-minute terms
• Quick-Start-Guide.pdf (3 pages) — 10-minute setup, alert tiers, makeup-minutes math, charting, FAQ
• README-license.txt — license and disclaimers

HONEST NOTES:

• 8 fictional sample students are pre-loaded so you can see the alerts working; replace them with your real caseload.
• This is an organizational tracking tool, not legal advice. IDEA timelines and triennial rules vary by state and district — verify every deadline against your district's official calendar.
• Billing codes are an educational tracking aid only; confirm codes with your district and state Medicaid program.
• Student data stays in your file. Use the initials-only privacy mode before screen-sharing or printing, per your district's FERPA policies.
• Requires Microsoft Excel (2019 or newer, desktop or web) or Google Sheets. No macros, no add-ins, nothing phones home.

What's included

• Caseload-Compass.xlsx — a 12-sheet workbook with 100% native formulas (no macros, works in Excel 2019+ and Google Sheets):
• START HERE — guided setup walkthrough
• SETTINGS — FERPA initials-only privacy toggle, your 5 school sites, school-year start
• ROSTER — master caseload roster for 120 students: name, site, grade, case manager, Annual IEP due date, triennial re-evaluation due date, weekly mandated minutes, auto monthly minutes, and automatic 30/15/7-day color alerts (red = overdue, orange = 7 days, amber = 15 days, pale yellow = 30 days) plus a CHECK DUE DATES flag
• SCHEDULE — multi-campus weekly therapy block scheduler with travel-buffer rows and an editable 5x5 site-to-site travel-time matrix
• MINUTES LOG — 500-row session log (scheduled vs. delivered minutes, auto missed-session flagging, billable toggle)
• MINUTE SUMMARY — monthly dashboard: pick the report month and see per-student mandated vs. delivered minutes, deficit / makeup-minutes-owed math, session counts, and missed counts, with a whole-caseload total
• GOALS — individual student goal bank (60 rows): goal text, domain, baseline %, mastery criterion %, auto sessions-logged, latest date, latest accuracy, average of last 5, and a green Mastery Met flag
• TRIALS — 500-row trial accuracy log (correct / total per session)
• PROGRESS CHART — pick a student + goal from dropdowns and the trial-accuracy line chart redraws automatically; print it for progress reports and IEP meetings
• CONTACTS — 120-row parent/teacher/provider contact log
• BILLING — 200-row Medicaid/service billing log with service-code dropdowns and a monthly units total
• DEFINITIONS — plain-English glossary of IEP/triennial/service-minute terms Plus: Quick-Start-Guide.pdf (3 pages) — 10-minute setup, alert tiers, makeup-minutes math, charting, FAQ — and README-license.txt. 8 fictional sample students are pre-loaded so you can see the alerts working; replace them with your real caseload.

Key features

• Automatic countdown alerts on the roster → annual IEPs and triennials surface at 30, 15, and 7 days (and red when overdue) instead of ambushing you
• Deficit math done for you → the monthly summary shows mandated vs. delivered minutes and makeup minutes owed per student, with a whole-caseload total
• Multi-campus scheduling with travel buffers → the 5x5 travel-time matrix keeps a 5-site week realistic
• Auto-redrawing progress chart → pick a student and goal; the trial-accuracy line chart is ready to print for progress reports and IEP meetings
• FERPA initials-only privacy mode → flip the toggle before screen-sharing or printing, per your district's policies
• 100% native formulas, no macros → works in Excel 2019+ and Google Sheets; nothing phones home, student data stays in your file