IEP service minutes reconciled against every provider log each night, with make-up planned while it still fits this term
Missed minutes made up this term, before they become a compensatory order.
See one case, screen by screen ↓IEP Service Minutes & Compensatory Services reconciles IEP service minutes against provider logs every night and drafts make-up offers, for case managers. Seven agents count only the minutes district policy says are owed, warn while make-up still fits this term, place make-up into open provider slots, and draft the compensatory services offer and prior written notice. Case managers, the supervisor and the coordinator approve.
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IEP service minutes are a promise written into every IEP: speech-language therapy twice a week for 30 minutes, occupational therapy, counseling, specialized instruction, each with its frequency, location and duration under 34 CFR 300.320. The promise lives in the IEP system, the sessions in a provider service log, and the reason a session did not happen in attendance, the school calendar and a provider's leave calendar. A therapist leaves, a counselor is pulled into testing, an assembly cuts a session short, and nobody adds it up.
So shortfalls surface at progress-report time, in a parent's complaint or in a state decision, when the minutes no longer fit this term. They become compensatory services, often with an outside provider after school or in summer, decided under a state complaint's 60-day clock. A spreadsheet counts every miss the same, though a student absence is not owed and a vacancy is. IEP Service Minutes & Compensatory Services puts seven agents on that reconciliation every night, so a case manager acts in October, not in January.
Estimated split in school days for one missed-minutes case, by hand and with the agents; our arithmetic, kept modest. The nightly run and the supervisor's two-day review window are the working solution's settings.
Seven agents reconcile, classify, warn, schedule and draft; the case manager approves and the coordinator approves the larger awards.
Thursday, October 22, 2026, at Marlow Bay Unified School District. The speech-language position at Wexley Park Elementary has been vacant since October 6. Here is what happens, screen by screen, in the working solution.
The agent read 3,905 session logs against 14,112 service lines: 3,714 delivered as prescribed, 23 that do not match the IEP line, 168 missed and 41 with no log yet. One school's provider calendar did not answer after three tries, and the run says so, with a Retry, instead of guessing.
Mismatches: 9 group sessions logged for an individual line, 8 shorter than the IEP minutes, 6 logged against an ended IEP.
Each of the 168 missed sessions is classified under the district's written policy: 104 owed, 47 not owed, 17 that need a person. The agent says why it is unsure: Ethan W.'s log says "state testing", but grade 7 tests on Oct 22, so it proposes at 0.58, below the 0.85 threshold, and a person decides.
Elena V.'s Oct 21 speech-language session, 20 minutes, is changed by Ines Calloway to "Student absent: not owed". Because that alters a student's owed minutes, the ledger does not move until the Related Services Supervisor confirms it.
A change that alters owed minutes needs the Related Services Supervisor.
Nadia K., grade 3, has speech-language twice a week for 30 minutes. Through Oct 20 she was due 450 minutes and received 260. Of the 190 missed, the district owes 160: her Sep 24 absence is not owed, the Sep 29 assembly cost 10 minutes, and five sessions while the position was vacant cost 150. The prescribed line is straight, delivered is stepped, and the gap is shaded.
Make-up still fits until Jan 5.
The Scheduler agent drafted four 40-minute sessions with Jordan Ellis of Tidewell Therapy Partners on Nov 3, 10 and 17 and Dec 1, 1:30–2:10 p.m., individual, in the speech room, outside her reading and math blocks. Dana approves, the sessions are booked, and all 160 minutes are made up by Dec 1.
The vacancy leaves 41 students owed 2,460 minutes. The agent finds contracted afternoons with Tidewell Therapy Partners on Tuesdays and Thursdays, 12:45–3:15, and a Wednesday teletherapy block with Corwen Teletherapy, 8:15–10:15. That makes up 2,100 minutes for 35 students by January 29; Marcus Oyelaran, the Related Services Supervisor, proposes the plan.
The plan says, student by student, why a slot would break the IEP, the family's choice or core instruction: Yusuf H. would lose reading intervention or occupational therapy, Lily C. is in half-day kindergarten, Amara O. moves schools on Nov 9, and two families declined teletherapy. Their 360 minutes go to compensatory offers.
Ten Tuesday and ten Thursday afternoons with Tidewell and ten Wednesday teletherapy blocks, $6,510 from fund 3310, for 2,100 minutes by Jan 29. A vacancy plan that spends contracted hours needs the coordinator, and the person who proposed it can never approve it.
Yusuf H., grade 2, is owed 90 minutes. The agent drafts three 30-minute Saturday sessions on Nov 7, 14 and 21 with Tallow Creek Speech & Language, an outside provider, and the prior written notice in his family's language, with all seven 34 CFR 300.503(b) elements ticked and cited. Dana Whitfield signs as case manager; because the provider is outside the district, Ines Calloway approves before it is sent.
For the Wexley Park vacancy, 41 students from Oct 6 to today, the pack gathers 492 sessions, 2,460 minutes owed, 2,100 planned and 360 offered, with every approval, notice and the record of access. Other students are redacted, and the pack is sealed.
The same minutes, seen by the four people who carry them: what their week looked like, and what it looks like now.
Seven agents reconcile, classify, warn, schedule and draft; the case manager approves and the coordinator approves the larger awards.
Every night at 2:00 a.m., reads every provider log and compares it with the IEP service line: minutes, frequency, group or individual, and dates.
Classifies each missed session under the district's written policy, citing attendance, the school and testing calendars and the provider's leave.
Projects each service line to the end of the term and marks the last date its shortfall can still be made up at one extra session a week.
Finds open slots across providers, schools, contracted hours and teletherapy, and drafts make-up plans that respect each IEP and the bell schedule.
Drafts the compensatory services offer and the prior written notice in the family's home language, with the English beside it and every 300.503(b) element cited.
Pre-fills providers' logs from their calendars and attendance, and asks for late logs.
Builds the export pack for a complaint or monitoring visit, redacts other students and seals it.
Approve make-up and awards. The agents propose; a named person decides.
The assistant answers from the IEP service lines, the provider logs, attendance and the calendars, shows its sources, and sends any change it suggests to the person who approves it.
Why does Nadia K. owe 160 minutes, not 190?
Nadia's IEP gives her two 30-minute sessions a week. Through Oct 20 she was due 450 minutes and received 260. Of the 190 missed, the district owes 160: Sep 24, student absent, 0 of 30; Sep 29, an assembly cut the session to 20 minutes, 10; Oct 6–20, position vacant, five sessions, 150. The drafted schedule makes up all 160 by Dec 1, in four 40-minute sessions with Jordan Ellis.
Which missed sessions need me today?
17 of last night's 168 are below the 0.85 confidence threshold. The three that matter most: Elena V., whose log says absent while attendance says present all day; Noor A., with no provider on the calendar although a visiting SLP signed in; and Ethan W., logged as "state testing" although grade 7 tests on Oct 22.
Which Wexley Park students can't be made up this term, and why?
Six of 41, 360 minutes. The Scheduler checked every open slot against each IEP and the bell schedule, and the Offer agent drafted a compensatory offer for each of the six.
What does the Wexley Park plan cost, and from which budget?
$6,510 from the related services contracts budget, fund 3310, which has $180,120 available: 50 contracted hours with Tidewell on Tuesday and Thursday afternoons, $4,750, and 20 teletherapy hours with Corwen on Wednesdays, $1,760. The business office raises the purchase order after you approve.
13 screens from the working solution, on its sample data. Pick one to see it large.
What counts as owed, who approves what and how fast it must happen are settings, and every change is logged.
| Setting | Default | Choose from |
|---|---|---|
| Compensatory award needs the coordinator above | 300 minutes | Below it, the case manager signs and sends |
| Outside providers, vacancy plans and contracted hours | Need the coordinator | The proposer can never approve |
| A cause change that alters owed minutes | Needs the supervisor | Maker-checker on the student record |
| Extra make-up sessions per line per week | 1 a week | Two with written family consent; never core reading or math unless the IEP team agrees in writing |
| Provider logs due | 2 school days | The agent asks on day 1 and tells the supervisor on day 3 |
| Family response window | 10 school days | Reminder at the halfway mark; then the case manager calls |
| Cause agent confidence threshold | 0.85 | Last evaluation Oct 1: 96.8% agreement with supervisors on 1,200 reviewed sessions |
| Retention | 5 years after the student leaves special education | District records schedule; other students redacted in export packs |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
Sources: ASHA 2024 Schools Survey, SLP caseload characteristics (median caseload 50; 40 called manageable) · Wisconsin Department of Public Instruction, IDEA complaint decision 25-116 (15 of 68 alleged missed speech sessions confirmed) · 34 CFR 300.151(b)(1) (compensatory services as a complaint remedy), 300.152 (60-day complaint timeline), 300.320 (the IEP's services), 300.503 (prior written notice; native language) and 300.614 (record of access) · "target" = design goal, measured in the live solution · "demo" = seen in the working solution, on its sample data · "typical" = published figures · "estimated" = our arithmetic, kept modest. Marlow Bay Unified School District, its schools, providers and the people named on this page are fictional: characters and sample data in the working solution.
IEP Service Minutes & Compensatory Services reconciles IEP service minutes against provider logs every night and drafts make-up offers, for case managers. Seven agents count only the minutes district policy says are owed, warn while make-up still fits this term, place make-up into open provider slots, and draft the compensatory services offer and prior written notice. Case managers, the supervisor and the coordinator approve.
Prescribed minutes come from the IEP service line, delivered minutes from the provider log, and each missed session is classified under the district's written policy: a provider absence, a vacancy or a school activity is owed; a student absence or a planned no-school day is not. For Nadia K., 190 minutes were missed and 160 are owed. Below 0.85 confidence, a person decides.
Compensatory services make up for services an IEP required that a student did not receive, and state complaint remedies can order them under 34 CFR 300.151(b)(1). The Offer agent drafts the offer and the prior written notice for minutes that cannot be made up this term; the IEP team decides the amount, and a person signs and sends.
No. It reads the provider service log your providers already use. The Log follow-up agent pre-fills each provider's log from the calendar and attendance and asks for late logs, but a provider confirms every log, and no agent writes one for them.
Letters go in the home language recorded in the student information system, with the original beside English, as 34 CFR 300.503(c) requires unless clearly not feasible. Reviewed templates cover Spanish, Arabic, Vietnamese, Korean, Tagalog, Mandarin, Russian and Haitian Creole, and an interpreter can be requested for a meeting.
Yes. Agents never book, sign or send. A case manager approves make-up and signs offers up to 300 minutes; the coordinator approves larger awards, outside providers and vacancy plans; a cause change that alters owed minutes waits for the supervisor; and whoever proposed an item can never approve it.
Yes. What counts as owed, the approval thresholds, the extra sessions allowed a week, the clocks for logs, offers and family responses, retention and the agents' confidence threshold are all settings, and every change is logged.
The Agentic Solution Engine builds and deploys it from your requirements and documents, such as your service-delivery policy and a sample of IEP service lines and provider logs, and it goes live once every quality gate has passed. We will walk you through it on your own records first.
Every draft IEP read against the rule before the meeting, not a sample after it.
1-min demoSpecial Education Due Process & State ComplaintsChronologies in hours, not weeks, with every allegation tied to the page that proves it.
1-min demoSection 504 Plan ManagementEvery teacher sees the plan, and every test is checked before it starts.
1-min demoWe'll run IEP Service Minutes & Compensatory Services on a sample of your own IEP service lines and provider logs.