SEC Onboarding Participant Handout
Camden Prep • Uncommon Schools
Special Education Coordinator Onboarding
Session Handout: Roles, Collaboration, and Compliance
Participant Guide
Date: August 17, 2026
Participant Name
Campus / Grade Level
Partner Social Worker
Meeting Norms
- Stay Engaged & Participate Fully
- Computers Closed (unless active)
- Ask questions proactively!
Session Objectives
Master the SEC vs. CM roles, map New Jersey compliance timelines, dissect the Paraprofessional Coaching playbook, and build a high-performance weekly schedule.
1
The SEC & Case Manager (CM) Partnership
At Camden Prep, the division of labor between Case Managers (typically School Workers) and Special Education Coordinators (SECs) is structured to maximize compliance and instructional support. Fill in the gaps during the presentation:
| Role of the Case Manager (CM) | Role of the Special Education Coordinator (SEC) |
|---|
| |
| Schedules/invites parents to IEP meetings (EP, Eligibility, MDR, Amendments) | |
Sends Outlook/Zoom invites to staff (start time _______ mins prior to parent meeting)
|
Acts as the primary I&RS and _______ Case Manager on campus
Coordinates and schedules Related Services & SpEd schedules
|
|
Drafts reports for evaluation planning & eligibility
Logs _________ data (counseling and meetings)
|
Direct point of contact for all site Paraprofessionals
Updates Campus SpEd Tracker and manages Progress Monitoring
|
Active Practice & Reflection
The core of the SEC/Case Manager partnership relies on calendar transparency. Why is it standard practice for the SEC and Case Manager (Social Worker) to co-own and view each other's outlook schedules weekly? Explain how you will initiate this synchronization during Week 1:
Camden Prep Special Education Leadership PD Page 1
Compliance Masterclass
NJ State Mandated Timelines & Parental Consent Rules
1. Timelines Desk Cheat Sheet (Fill in Key Mandates)
Complete the active recall blocks based on New Jersey SpEd administrative code:
20 Days
Number of days from written request to holding the CST Referral / _________ meeting. Includes ____ days to send invitation.
15 Days
Number of days you must provide a parent with Prior Written Notice (PWN) before the meeting occurs.
90 Days (Max)
The window from parental consent to hosting the _____________ & IEP meetings.
60 Days (Max)
Completed reports timeframe after Re-evaluation Planning approvals. You have ____ days to review before meeting.
Same Day
Finalizing Eligibility and IEP same-day is permitted ONLY if the parent _________ the evaluations.
Annually
Minimum frequency at which IEP review/rewrite meetings must take place. Must NOT exceed 365 days.
2. Parental Consent Rules (Apply Your Knowledge)
State code specifies exactly when parental consent is legally non-negotiable versus when a document can go into effect automatically. Analyze the scenarios below and complete the action pathways.
Scenario A: The 15-Day Automatic Rule 504 Plans
You held an annual 504 review meeting with a parent. They seem hesitant but take the document home. They have not signed or responded after 16 days. Can you legally put the 504 plan into active effect? Explain the rule:
Scenario B: Excusing IEP Team Members Team Attendance
Five minutes before an IEP meeting, the general education teacher notes they have an urgent conflict. Can you proceed with the meeting and excuse them if the parent verbally says "it's fine"? What document is legally required?
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Coaching, Compliance & Accountability
Paraprofessional Management & Coaching
Week 1 Onboarding Playbook
Day 1: Observe school systems; meet SEC & review IEP in PM.
Day 2: Student observation; role-play accommodations & feedback.
Days 3-5: Begin 1:1 student support with daily feedback loops.
Walkthrough Indicators
• 1. Modeling & Focus
• 4. Tone / Focus Loops
• 2. Rigor & Scaffolding
• 5. BIP Fidelity
• 3. Proactive Proximity
• 6. IEP Data Integrity
Rule: Every para must actively log progress on an IEP-aligned goal.
Daily Expectations Matrix (Uncommon Schools Protocol)
1. Academic Support
- Reinforce teacher-led guided practice
- Provide accommodations (read-aloud/scribe)
- Track academic participation data
2. Behavioral Support
- Prompt & reinforce behaviors
- Implement BIP with absolute fidelity
- Consistently log behavioral data
3. SEL Support
- Check in daily for emotional readiness
- Model self-regulation & coping
- Encourage positive peer interaction
Timesheet & Agency Compliance
All hours must be logged daily in the Paraprofessional Timesheet Tab of SSS Tracker. Coordinate hours directly with agency partners (Delta-T, ESS, Therapy Source) and copy the DOSSS weekly.
Escalation & Management Pathway
The SEC acts as the direct day-to-day manager for on-site paras. DOSSS oversees hiring, reassignment, and billing audits. Coordinate with Deans and School Leaders for behavioral escalations.
Active Practice: Walkthrough Troubleshooting Scenarios
Scenario 1
The "Over-Scaffolding" Trap
During a push-in walkthrough, you observe a 1:1 paraprofessional writing step-by-step answers directly for the scholar on their whiteboard, rather than using the required prompt hierarchy. How will you coach them?
Scenario 2
The "Absent/Disconnected" Support
A teacher flags that a 1:1 paraprofessional is checking their personal device while their assigned scholar is disengaged. What is your direct coaching intervention and timesheet review loop?
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Productivity & Systems
Time & Task Management (TTM) Action Planner
Deep Work Time 2-3 hrs
Hunker down IEP writing, and calendar audits.
Teaching & Meetings 4-5 hrs
IEP meetings, coaching, and teacher touchpoints.
Email & Phone Calls < 1 hr
Scheduled twice/thrice a day in blocks.
Schedule Design Rules: "Big Rocks Come First"
- • Avoid back-to-back blocks; intentionally build in "breathing room" or flex time.
- • Block "hunker down" long focus blocks for writing IEPs matched directly to active deadlines.
- • Synchronize calendars with campus Social Workers/CST to avoid meeting conflicts.
My Personal TTM Commitment & Goal Blueprint
Based on the reflection prompts presented on slide 68, map out your personal leadership system:
1. Historical Pitfalls & Mindsets In your previous roles, what was your greatest barrier to effective schedule control?
2. Designing My Scheduled Focus Which specific days/times of the week will you block out for uninterrupted IEP "Hunker Down" focus work?
3. My Big 2026-2027 TTM Goal State your specific commitment for tracking compliance timelines and communication loops transparently.
Remember the Core Idea: "No day is normal. Schedule for real life. With better communication, we make better use of our time."
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Active PD Engagement
Participant Session Notes (Page 1)
Capture Key Ideas & Strategies
Key Reminders
Immediate Next Steps
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Active PD Engagement
Participant Session Notes (Page 2)
Additional Notes & Action Commitments
Camden Prep Special Education Leadership PD Page 6