OOD Case Management Playbook
New Jersey CST Special Education Out-of-District (OOD) Portal
OOD Case Management Playbook
Administrative Guidelines, EdPlan Integration, and Operational Templates
Compliance Mandate: P.L. 2025, c.107
Districts are legally required to provide parents with an agenda and a written summary of performance at least 48 hours prior to any Annual Review meeting. Use the timeline below to secure drafts and meet this notification window.
The Compliant Annual Review Timeline
T-Minus 30 Days
Outreach & Scheduling
Reach out to parents & OOD school to schedule the Annual Review at least one month in advance.
T-Minus 14 Days
Draft Collection
Request complete draft IEP, including detailed present levels (PLAAFP), from the OOD school.
T-Minus 2 Days
Parent 48hr Delivery
Deliver meeting agenda and performance summary to parent to fulfill the 48hr P.L. 2025, c.107 mandate.
T-Minus 1 Day
Final Verification
Confirm active EdPlan templates, coordinate transport needs, and verify secure meeting link.
OOD IEP Meeting Essential Protocols
Collaboration Standard
The resident CST case manager chairs the meeting, not the OOD therapist. Maintain direct oversight to ensure all district, state, and federal codes are upheld.
Least Restrictive Environment (LRE)
Always document why an in-district program cannot meet the student’s needs. This must be reviewed and justified at every annual review without exception.
Pre-Meeting Action Items (EdPlan Readiness)
Verify OOD School Profile in EdPlan
Ensure the correct out-of-district placement school code and program setting are active on the student information screen before generating the IEP draft.
Coordinate District Transportation Link
Check the "Transportation Required" flag. Cross-reference specialized vehicle, equipment (harness, AC), and nursing requirements with the district transportation coordinator.
Confirm Related Services Mapping
Confirm that clinical hours provided by the OOD facility map exactly to the standard NJ billing code modules within EdPlan, maintaining strict state compliance.
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Module 1: Performance-Driven IEPs CST Core Framework
PLAAFP-to-Goal Engine
Translating Complex Clinical Data into Measurable, Masterable Annual Goals
The Alignment Formula
Step 1
PLAAFP Data Point
Step 2
Skill Deficit ID
Step 3
Condition & Criteria
Step 4
Masterable Goal
"Every annual goal must directly target a specific baseline deficit identified explicitly in the present levels (PLAAFP) section of EdPlan."
Concrete Alignment Examples
Domain: Executive Functioning / Task Transition Grade 8
PLAAFP Baseline Data Point:
"Based on OOD daily logs, student requires up to 4 verbal prompts and an average of 12 minutes to transition from academic classes to vocational workshops."
Aligned Annual EdPlan Goal:
"By October 2026, when given a visual timer cue, the student will transition tasks within 3 minutes, with no more than 1 verbal prompt, across 4 of 5 consecutive trials."
Domain: Social-Emotional Regulation High School
PLAAFP Baseline Data Point:
"Clinical reports show the student acts out verbally (screaming/expletives) up to 3 times per week when encountering unexpected adjustments to their schedule."
Aligned Annual EdPlan Goal:
"By November 2026, when encountering a schedule change, student will use a taught calming strategy (deep breathing/break) with 0 verbal outbursts in 90% of opportunities."
Case Manager Quick-Draft Worksheet
Print & Draft
Identify Baseline Performance Data (What is their current level?)
Draft Measurable Annual Goal (Condition, Behavior, Criteria, Evaluation)
Short Term Objective #1
Short Term Objective #2
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Module 2: Compliance Protocols Transition & Assessment Integration
Transition & NJ State Assessments
EdPlan Compliance Guidelines for Students Aged 14+ and High-Stakes Accommodations
State Code Standards (14+)
- • Must begin in the IEP year the student turns 14.
- • Must incorporate formal & informal age-appropriate assessments.
Agency & Coursework
- • Document coursework pathways through graduation.
- • Explicit referral linkage to DVRS / DDD.
Pre-IEP Student Transition Interview Questions
Ages 14+ Survey
"Send this section to the student prior to the meeting to verify personal preferences, interests, and post-secondary goals in EdPlan."
1. Post-Secondary Education & Training Goal: What do you want to learn or study after high school? (e.g., college, vocational training, trade school):
2. Post-Secondary Employment Goal: What is your dream job, and what kind of work do you want to do as an adult?
3. Independent Living & Daily Life: Where do you want to live (e.g., house, apartment), and what skills (e.g., cooking, driving) do you want to learn?
4. Personal Interests & Strengths: What hobbies, sports, or activities do you enjoy most outside of school work?
State Assessment Selection Matrix
| Assessment Type | Participation Criteria | Required EdPlan Documentation |
|---|
| NJSLA with Acc. | Students following general curriculum with standard modifications. | List accommodations exactly matching daily classroom modifications (e.g., small group, breaks). |
| DLM (Alt Assessment) | Students with significant cognitive disabilities meeting NJ DLM criteria. | Complete eligibility rubric. Provide statement for why NJSLA is inappropriate. |
Crucial EdPlan Warning
Do not duplicate accommodations: General accommodations checked in the accommodations module must not contradict those specifically selected on the State Assessment screen.
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Template 1: External Outreach IEP Preparation
OOD IEP Draft Request Form
To be completed by OOD School Staff and returned to the District CST 14 days prior to meeting
Urgent Notice to OOD Lead Provider
Pursuant to P.L. 2025, c.107, the resident district must deliver an IEP draft summary to parents 48 hours before the meeting. Please return this completed draft input packet exactly 14 days before the meeting date.
Student Name / DOB
OOD Placement Facility / Program
OOD Lead Teacher / Case Manager
Target IEP Annual Review Meeting Date
Draft PLAAFP Input — Academic Baseline Metrics
State reading/math levels, current work samples, and classroom benchmarks...
Draft PLAAFP Input — Behavioral & Social-Emotional Baseline
Document frequency of dysregulation, coping strategy utilization, or behavior plan data...
Proposed Masterable Goals & Objectives (Minimum 2)
Goal 1 & Objectives:
Goal 2 & Objectives:
State Assessment & Classroom Modification Proposals
Frequent Breaks
Small Group (1:1)
Alt DLM Assessment
OOD Staff Signature: _________________________________ Date Completed: ______________
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Template 2: Continuous Tracking Monthly OOD Monitoring
OOD Monthly Monitoring Log
Continuous Record Request Form for Student Attendance, Discipline, and Quarterly Progress
Case managers must secure this log at the end of each calendar month. Complete all records to maintain accurate district state auditing folders and check for LRE adjustments.
Student Name
OOD Placement Facility
Reporting Month / Year
e.g., Oct 2026
Section A: Monthly Attendance Tally
Days Enrolled
Days Present
Days Absent
Tardies / Late
Reasoning / Notes for Chronic Absences (>2 days)
Section B: Discipline & Incident Log
Behavioral Incidents Tally
Count: ______
In-School Suspensions (ISS)
Days: ______
Out-of-School Suspensions (OSS)
Days: ______
Summary of Incidents or Restraint/Seclusion Use (If applicable)
Section C: Quarterly Progress Monitoring (If Applicable)
Is this a Quarterly Progress Month?
Yes (Q Progress Attached)
No
Current IEP Target Progress Status
Satisfactory
Needs Review
OOD Reporter Name (Print): __________________________ OOD Reporter Signature: ___________________________
Title: ___________________________ Date Signed: _____________________
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