Lead Case Manager

Lead Case Manager

Summary

The Lead Case Manager (LCM) plays a critical role in ensuring the compliance, quality, and effectiveness of all special education programming at Deep Roots Charter School. Reporting to the Assistant Principal of Specialized Services, the LCM supports the case manager team in maintaining up-to-date and accurate documentation, implementing high-quality IEPs, and managing timelines that ensure all students receive the services they need. The LCM also leads systems for data management, progress monitoring, scheduling, and professional development, while maintaining strong communication with internal teams, families, and external partners.

About Deep Roots

Where students discover joy, belonging, and purpose

Authentic Relationships

At Deep Roots, we build strong relationships with students and families to ensure that each child is known and supported both academically and emotionally.

Personalized Learning

We prioritize individual needs, offering tailored support through targeted services, interventions, and collaborative team efforts.

Our Core ValuesPractice:

We commit to deliberate practice and continuous improvement at every level of our school.Service: We engage in meaningful service and reflection that strengthens our school and community.Purpose: We empower students to pursue their unique purpose with passion and intention.

Antiracist & Inclusive:

Deep Roots is an actively anti-racist organization committed to equity, inclusivity, and the dismantling of systemic barriers that affect our students and families.

Responsibilities & Duties

Case Management Oversight & Scheduling

• Maintain and update a master tracker of all case manager caseloads, ensuring balanced distribution aligned with required service minutes.
• Map out all annual IEP initial evaluation and re-evaluation meetings for the school year, ensuring visibility and accessibility within the Special Education Suite.
• Support all CM scheduling, including intervention service planning and reallocation as students qualify or exit.

IEP & Evaluation Support

• Write all Permission to Evaluate (PTE) and Prior Written Notice for Evaluation (PTRE) documents and ensure they are accurately submitted.
• Review all IEP drafts and provide written feedback within 24 hours; ensure finalization within established deadlines.
• Attend all IEP meetings and provide CMs with structured feedback on meeting facilitation (2 formal feedback sessions per RP).
• Collaborate with CMs and school psychologists, and related services providers to ensure timely parent input and high-quality evaluations.
• Ensure accurate, timely documentation of services for students in alternative placements, including PBSP sharing and transition records.

Progress Monitoring & Data Systems

• Train CMs on how to complete and upload progress monitoring in IEP ; ensure key dates are mapped on Outlook calendars.
• Review and edit all progress monitoring data and collaborate with CMs on lack of progress reports at the end of each Reporting Period (RP).
• Monitor intervention fidelity and ensure data reporting aligns with IEP goals.

Compliance & Documentation

• Collect finalized IEP forms monthly and input into the SIS by the 15th to ensure appropriate state funding.
• Complete two formal file audits per CM per RP and provide documentation for mid-year and end-of-year evaluations.
• Maintain the SPED Suite calendar and coordinate with the school psychologist to manage the evaluation board.
• Complete all required compliance reporting (e.g., PIMs) and contribute compliance updates to the weekly staff newsletter.

Team Development & Support

• Collaborate with the AP of Specialized Services to design onboarding and coaching plans for new CMs.
• Lead weekly 30-minute check-ins with new CMs focused on compliance and development, and 15-minute check-ins with veteran CMs.
• Partner with leadership to deliver professional development and additional training based on team needs and audit results.

Transportation & Related Services Coordination

• Manage all transportation requests (TARs) and ensure accurate processing in coordination with external providers.

Qualifications

• Deep understanding of special education law, IEP process, and compliance documentation.
• Strong communication skills with the ability to lead peers, manage timelines, and support a culture of excellence.
• Experience as a case manager with a demonstrated record of effective IEP development and execution.
• Alignment with Deep Roots' mission, values, and commitment to anti-racist and inclusive education.

Education & Experience

• Bachelor's degree required; Master's degree or advanced coursework in special education or educational leadership preferred.
• Valid PA Special Education certification required.
• Prior experience in a special education leadership or compliance role strongly preferred.

Title: Lead Case Manager

Location: Philadelphia, PA 19134

Job Type: Full-Time