Data Drive Binder Toolkit
District & Campus Instructional Suite Standardized Multi-Tiered System of Supports & Special Education Compliance
IDEA § 300.320 & ESSA Aligned
Tier 1 • Tier 2 • Tier 3 • Special Education
DATA DRIVE BINDER TOOLKIT
The definitive master operational system for MTSS/RTI tier placement, intervention fidelity tracking, dual-discrepancy progress monitoring, IEP statutory compliance, and student-empowered self-advocacy.
School / Campus:
Academic Year:
Case Manager / Lead:
Department / Team:
Grade Span:
Room / Office:
Toolkit Architecture & Table of Contents
9 Master Components
SECTION I: MTSS/RTI
- P2: Tier Decision Matrix & Movement Rules
- P3: Intervention Fidelity & Session Log
- P4: 10-Week Progress Aimline Tracker
SECTION II: IEP AUDIT
- P5: IEP Caseload Master Deadlines
- P6: Mandated SDI Service Minutes Log
- P7: Goal Mastery & Objective Evidence
SECTION III: AGENCY
- P8: Annual Review Prep Countdown
- P9: Student Flight Deck Tracker
- REF: Statutory Compliance Rules
Binder Setup & Weekly Maintenance Protocol
Print tabs for MTSS Tiers, Caseload, and SDI Logs
Log service minutes within 24 hours of delivery
Update weekly progress monitoring graphs every Friday
Conduct monthly reconciliation against IEP minutes
Data Drive Binder Toolkit • Core Administrative & Instructional System Page 1 / Divider Cover
SECTION I • MULTI-TIERED SYSTEM OF SUPPORTS
MTSS Tier Decision Matrix & Flow Rules
Decision Authority: Team/PST
| Pillar / Parameter | Tier 1: Core (80-85%) | Tier 2: Targeted (10-15%) | Tier 3: Intensive (3-5%) |
|---|
| Instructional Focus | High-quality, differentiated grade-level core standards. | Targeted skill deficits; standardized evidence-based curricula. | Highly individualized, intensive foundational skill remediation. |
| Group Size & Ratio | Whole group & flexible small groups (1:20-28) | Small homogeneous group (1:4 to 1:6) | Intensive small group or 1:1 (1:1 to 1:3) |
| Dosage & Frequency | Daily core block (60–90 min core time) | 3–4 days/week, 30 min per session (in addition to core) | 4–5 days/week, 45–60 min per session (specialized block) |
| Progress Cadence | Universal benchmark 3x/year (Fall, Winter, Spring) | Bi-weekly standard CBM/probe (every 10–14 days) | Weekly validated probe with trend-line analysis |
| Interventionist | General Education Teacher | Classroom Teacher / Reading/Math Specialist | Specialist / Certified Interventionist / Special Educator |
Tier Escalation Criteria
- Core to Tier 2: Student scores below 25th percentile on universal screener OR demonstrates dual-deficit in fluency/accuracy across two consecutive screening windows.
- Tier 2 to Tier 3: Less than expected Rate of Improvement (ROI) after 6–8 weeks with fidelity checklist confirmed ≥ 85%, or 4 consecutive data points below the aimline.
- Special Ed Referral: Unresponsive after 2 cycles of high-fidelity Tier 3 intervention with validated dual-discrepancy (performance level + growth rate).
Step-Down & Exit Rules
- Tier 3 to Tier 2: 4 consecutive weekly data points at or above the aimline; sustained target mastery on grade-level progress probes.
- Tier 2 to Tier 1: Student performs at or above the 35th percentile on benchmark probe AND maintains proficiency for 4 consecutive bi-weekly checks.
- Maintenance Phase: 4-week monitoring period in Tier 1 with bi-weekly checks before formal MTSS case closure.
4-Step Problem-Solving Team (PST) Protocol
Step 1: Identify
Define observable target skill gap in measurable terms (e.g., WCPM, math facts).
Step 2: Analyze
Evaluate ICEL variables (Instruction, Curriculum, Environment, Learner).
Step 3: Implement
Deploy verified intervention with documented frequency, group size, and fidelity log.
Step 4: Evaluate
Compare empirical ROI to aimline slope at 6-week review mark to decide action.
Standardized MTSS Operating Framework • Student Support & Intervention Page 2 / MTSS Framework
SECTION I • TIER 2 & TIER 3 INTERVENTION
Student Intervention & Fidelity Log
Fidelity Target: ≥ 85%
Student Name:
Student ID / Grade:
Tier Level & Focus Area:
[ ] Tier 2 [ ] Tier 3 | Lit / Math / Beh
Intervention Program / Strategy:
Group Ratio & Dosage:
Baseline Score & Target Aimline:
Direct Service & Fidelity Record (Weeks 1–8) Record each session immediately post-instruction
| Date | Att. | Mins | Target Skill / Objective Addressed | Fidelity* | Score/Probe | Observations & Instructional Adjustments |
|---|
| P / A | | | Y / N | | |
| P / A | | | Y / N | | |
| P / A | | | Y / N | | |
| P / A | | | Y / N | | |
| P / A | | | Y / N | | |
| P / A | | | Y / N | | |
| P / A | | | Y / N | | |
| P / A | | | Y / N | | |
| P / A | | | Y / N | | |
| P / A | | | Y / N | | |
*Fidelity Verification Standards: Total Delivered: _____ min / _____ sessions
Delivered by trained staff
Standard protocol adhered to
Attendance logged accurately
Interventionist Signature:
Date:
PST Review Date:
MTSS Implementation & Intervention Documentation • Retention Period: Cumulative File Page 3 / MTSS Intervention Log
SECTION I • DUAL-DISCREPANCY EVALUATION
10-Week Progress Aimline Chart
Standard: 4-Point Trend Rule
Student Name:
Baseline Probe Score:
10-Week Target Aim:
Measure / CBM Tool:
Empirical Score vs. Expected Growth Aimline
Expected Aimline Student Probe
100 80 60 40 20 0
Wk 1
Wk 2
Wk 3
Wk 4
Wk 5
Wk 6
Wk 7
Wk 8
Wk 9
Wk 10
<table class="w-full text-center border-collapse"><tbody><tr class="bg-slate-100 font-bold text-slate-700"><td class="p-1 border-r border-slate-200 w-16 text-left pl-2">Week #</td><td class="p-1 border-r border-slate-200">W1</td><td class="p-1 border-r border-slate-200">W2</td><td class="p-1 border-r border-slate-200">W3</td><td class="p-1 border-r border-slate-200">W4</td><td class="p-1 border-r border-slate-200">W5</td><td class="p-1 border-r border-slate-200">W6</td><td class="p-1 border-r border-slate-200">W7</td><td class="p-1 border-r border-slate-200">W8</td><td class="p-1 border-r border-slate-200">W9</td><td class="p-1">W10</td></tr><tr class="h-6 bg-white border-t border-slate-200"><td class="p-1 border-r border-slate-200 font-semibold text-slate-600 text-left pl-2">Date</td><td class="border-r border-slate-200"></td><td class="border-r border-slate-200"></td><td class="border-r border-slate-200"></td><td class="border-r border-slate-200"></td><td class="border-r border-slate-200"></td><td class="border-r border-slate-200"></td><td class="border-r border-slate-200"></td><td class="border-r border-slate-200"></td><td class="border-r border-slate-200"></td><td></td></tr><tr class="h-6 bg-slate-50/50 border-t border-slate-200"><td class="p-1 border-r border-slate-200 font-semibold text-slate-600 text-left pl-2">Score</td><td class="border-r border-slate-200 font-bold text-indigo-900"></td><td class="border-r border-slate-200 font-bold text-indigo-900"></td><td class="border-r border-slate-200 font-bold text-indigo-900"></td><td class="border-r border-slate-200 font-bold text-indigo-900"></td><td class="border-r border-slate-200 font-bold text-indigo-900"></td><td class="border-r border-slate-200 font-bold text-indigo-900"></td><td class="border-r border-slate-200 font-bold text-indigo-900"></td><td class="border-r border-slate-200 font-bold text-indigo-900"></td><td class="border-r border-slate-200 font-bold text-indigo-900"></td><td class="font-bold text-indigo-900"></td></tr></tbody></table>
Decision Analysis Rules:
4 Points Above: Accelerate goal or transition student to less intensive tier.
Around Aimline: Maintain intervention dosage and curriculum with fidelity.
4 Points Below: Modify intervention: change group size, time, or curriculum strategy.
Week 10 Team Determination:
Continue Current Tier Step Down to Tier 1 Intensify to Tier 3 Refer for Special Ed Evaluation
MTSS Progress Monitoring System • Standardized Aimline Analysis Page 4 / Aimline Tracker
SECTION II • SPECIAL EDUCATION COMPLIANCE
IEP Caseload Master Deadlines Tracker
IDEA Mandate: 34 CFR § 300.324
60-Day Initial Timeline From parental consent to eligibility determination & IEP meeting.
Annual IEP Due Date Must be convened strictly within 365 calendar days of prior review.
Triennial Re-evaluation Required every 3 years unless parent & LEA waive in writing.
Active Caseload Compliance Register Case Manager: ____________________
| # | Student Name | Disability | Annual Due | Triennial Due | SDI Mins/Wk | Related Services | Status Flag |
|---|
| 1 | | | | | | | [ ] OK [ ] 30d [ ] Due |
| 2 | | | | | | | [ ] OK [ ] 30d [ ] Due |
| 3 | | | | | | | [ ] OK [ ] 30d [ ] Due |
| 4 | | | | | | | [ ] OK [ ] 30d [ ] Due |
| 5 | | | | | | | [ ] OK [ ] 30d [ ] Due |
| 6 | | | | | | | [ ] OK [ ] 30d [ ] Due |
| 7 | | | | | | | [ ] OK [ ] 30d [ ] Due |
| 8 | | | | | | | [ ] OK [ ] 30d [ ] Due |
| 9 | | | | | | | [ ] OK [ ] 30d [ ] Due |
| 10 | | | | | | | [ ] OK [ ] 30d [ ] Due |
| 11 | | | | | | | [ ] OK [ ] 30d [ ] Due |
| 12 | | | | | | | [ ] OK [ ] 30d [ ] Due |
Monthly Caseload Compliance Audit: Certifying 100% timeliness for Annuals & Triennials
Audited By:
Date:
Special Education Statutory Audit System • Confidential Special Ed Records Page 5 / IEP Caseload Tracker
SECTION II • SERVICE VERIFICATION
Mandated Service Minutes & SDI Log
Audit Proof: Non-Negotiable
Student Name:
Month / Year:
Mandated Minutes/Mo:
Service Provider:
Service Type:
[ ] SDI Math [ ] SDI ELA [ ] Behavior [ ] Speech/Lang [ ] OT/PT
Delivery Setting:
[ ] Resource Pull-Out [ ] GenEd Push-In [ ] Co-Teach [ ] Consult
Individualized SDI Delivery Register Log start/end times precisely
| Date | Time In-Out | Mins | Goal # | Specially Designed Instruction Provided | Student Performance | Init. |
|---|
| | | | | Ind / Prompted | |
| | | | | Ind / Prompted | |
| | | | | Ind / Prompted | |
| | | | | Ind / Prompted | |
| | | | | Ind / Prompted | |
| | | | | Ind / Prompted | |
| | | | | Ind / Prompted | |
| | | | | Ind / Prompted | |
| | | | | Ind / Prompted | |
| | | | | Ind / Prompted | |
Monthly Minutes Reconciliation & Compensatory Check: Compliance Threshold: 100% Mandated Minutes
Total Mandated: _____ min
Total Delivered: _____ min
Variance (+ / -): _____ min
Make-Up Plan Date: __/__/____
Service Provider Affirmation Signature:
Date Certified:
Official Special Education Service Record • Retain for Federal Audit Compliance Page 6 / Service Minutes Log
SECTION II • OBJECTIVE PERFORMANCE EVIDENCE
IEP Goal Mastery & Benchmark Tracker
Quarterly Progress Audit
Student:
Goal # & Domain:
Reporting Quarter:
[ ] Q1 [ ] Q2 [ ] Q3 [ ] Q4
Measurable Annual Goal Statement:
Benchmark Objective 1:
Benchmark Objective 2:
Objective Assessment Probes & Evidence Records Minimum 2 probes per progress mark
| Date | Assessment Tool / Probe | Score / % | Prompt Level* | Progress Code | Observations / Error Pattern Analysis |
|---|
| | | Ind / V / G / P | M / SP / IP | |
| | | Ind / V / G / P | M / SP / IP | |
| | | Ind / V / G / P | M / SP / IP | |
| | | Ind / V / G / P | M / SP / IP | |
| | | Ind / V / G / P | M / SP / IP | |
| | | Ind / V / G / P | M / SP / IP | |
| | | Ind / V / G / P | M / SP / IP | |
| | | Ind / V / G / P | M / SP / IP | |
*Prompting Hierarchy Legend: Ind: Independent | V: Verbal Prompt | G: Gestural/Visual | P: Physical Prompt
Statutory Progress Status Codes: M: Mastered | SP: Satisfactory Progress | IP: Inadequate Progress | NA: Not Addressed
Quarterly Parent Progress Report Narrative: Sent Home Date: ____________
IEP Measurable Annual Goal Evidence Record • IDEA Mandated Progress Reporting Page 7 / Goal Mastery Tracker
SECTION III • MEETING PREPARATION & TIMELINES
IEP Meeting Preparation Countdown
Procedural Safeguards Assured
Student Name:
Scheduled Meeting Date:
Meeting Type:
[ ] Annual [ ] Tri [ ] Init
LEA Representative:
30 30 Days Out: Coordination & Formal Notices Target Date: __/__/____
Send 1st Notice of IEP Meeting & Procedural Safeguards
Distribute GenEd Teacher Feedback & PLAAFP questionnaires
Coordinate with Related Service providers (SLP, OT, Psych)
Request interpreter / language accommodations if needed
15 15 Days Out: Assessment Synthesis & Drafting Target Date: __/__/____
Send 2nd Notice of IEP Meeting (phone / mail / email)
Finalize standardized testing reports and rating scales
Draft updated PLAAFP (Academic, Social, Behavioral)
Draft 2–4 rigorous, measurable annual goals with benchmarks
5 5 Days Out: Pre-Meeting Packet & Draft Review Target Date: __/__/____
Provide Draft IEP to parent/guardian for pre-review
Confirm mandatory team members (LEA, GenEd, SpEd)
Obtain excusal forms in advance if any member absent
Prepare printed conference folders & visual data portfolio
Within 5 Days Post-Meeting: Finalization & Distribution Statutory Closeout
Finalize & lock IEP document in district software
Issue Prior Written Notice (PWN) to parents
Distribute IEP Accommodation summaries to ALL GenEd teachers
Collect GenEd teacher accommodation acknowledgment sign-offs
Mandatory IEP Team Roles Confirmed Present:
Parent/Guardian GenEd Teacher SpEd Teacher LEA Admin Student (≥14)
IEP Procedural Timelines & Preparation Workflow • Compliance Assurance Page 8 / Meeting Prep Protocol
SECTION III • STUDENT AGENCY & SELF-MONITORING
My Learning Data Flight Deck
Student Champion Tracker
Navigator Name:
Target Academic Quarter:
My Learning Superpower:
My Target Milestone (What I am reaching for):
My 6-Step Growth Log Record after every practice session
| Step | Date | Strategy I Used Today | My Score | My Confidence | What Made Me Proud Today |
|---|
| #1 | | | | ★ ★ ★ ★ ★ | |
| #2 | | | | ★ ★ ★ ★ ★ | |
| #3 | | | | ★ ★ ★ ★ ★ | |
| #4 | | | | ★ ★ ★ ★ ★ | |
| #5 | | | | ★ ★ ★ ★ ★ | |
| #6 | | | | ★ ★ ★ ★ ★ | |
My Go-To Reset Strategy
When I feel stuck or confused on a problem, I can:
My Conference Share
One thing I want my teacher and family to know about my learning:
Student Signature:
Teacher Co-Sign:
Growth Certified
Student Agency & Self-Monitoring Portfolio • Empowered Learning Record Page 9 / Student Flight Deck