Special Education Evaluation Progress Tracker Google Sheets Caseload Spreadsheet

*UPDATED to include version 1 and version 2 links for the 2025-2026 and 2026-2027 school years (4 links total)*

Are you looking for a way to organize your caseload or list of evaluations without a pile of paper? Check out this Google Sheets workbook that includes 7 sheets/tabs: calendar, quick reference overview, teacher information, evaluations in progress, upcoming triennials, pending responses, and completed evaluations. The tabs include formulas to streamline calculations as well as conditional formatting to color-code for visual organization. Formulas calculate the evaluation report due date, student age based on date of birth (DOB), and re-evaluation due date based on the last evaluation report date. Selected cells include drop-down options for school name, grade, case manager name, teacher name, and type of evaluation.

*Please Note*: The number of days for calculations and drop-down options are editable; however, the type of days (instructional or calendar) for calculations is not editable. 

There are two versions included:

--Version 1 calculates evaluation report due dates using INSTRUCTIONAL days based on the calendar tab. 

--Version 2 calculates evaluation report due dates using CALENDAR days.

BOTH versions have been formatted to use CALENDAR days to calculate deadlines for:

--Deadline to respond to evaluation request/referral

--Deadline to hold an annual meeting based on the last annual meeting date

--Send a prior written notice (PWN) to meet a triennial report due date

--Hold a meeting following a report date

--Delivering an IEP to parents/guardians based on the meeting date

and more! 

This resource is intended to be a tool rather than guidance. Please confirm it aligns with your specific state and district timelines and requirements before use.

Includes:

This resource includes a .PDF file with directions and links to save a copy to your Google Drive. Before downloading, make sure to be signed into the Google account you intend to use with the resource. 

File details:

File type(s): .PDF with four (4) Google Sheets links (Version 1 for 2025-2026, Version 1 for 2026-2027, Version 2 for 2025-2026, and Version 2 for 2026-2027).

Documents are not editable unless otherwise stated. 

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*DISCLAIMER: By downloading free or paid files, you agree that these resources are not intended to replace the advice of a physician or mental health professional. Information provided should not be used for diagnostic or training purposes. You agree to not post these downloads on any websites, share copies (electronic or print) with others, or use them commercially (e.g., outschool). These downloads are for personal use only as a single user. Additional single-use licenses for previously purchased resources may be available at a discounted rate. Please email RaeLynnsResources@gmail.com for additional license options. 

Thank you for checking out this resource! 

~RaeLynn (RaeLynn’s Resources)