Compensatory services
Minutes that were owed and not delivered do not disappear. They come back as make-up services, staff time, and cost — usually months after the gap opened.
For special education directors
Know which IEP services aren't being delivered — while there's still time to fix it.
Casemate gives district leaders early warning on under-delivered services, overdue timelines, and missing evidence across every school — built from the daily checklist your teachers already use, and ready for your privacy review.
- Works alongside your IEP system
- NDPA-based DPA
- Initials-only student records
- No student accounts
Northbridge Unified
Illustrative dataAudit-Ready
This weekAuditInsight
Program health
74/ 100
Two schools account for most projected under-delivery this cycle.
Next four weeks
38 hours projected at risk
Primary driver: speech coverage at Riverside Elementary
Outcome scorecard
Baseline compared with today
- Service delivery
- 87%
- +9 pts
- Students at risk
- 12
- 9 fewer
- Unscheduled minutes
- 420
- 260 fewer
- Timelines overdue
- 3
- 4 fewer
This week's gap queue
- CriticalSpeech minutes trending below planRiverside Elementary · 3 studentsReview coverage
- HighAnnual reviews past dueLincoln Middle · 2 recordsAssign owner
The exposure
An IEP is a promise. Under-delivery is where districts get exposed.
IDEA requires services to be provided in accordance with each child's IEP. 34 CFR § 300.323(c)(2)
Your IEP system documents the plan. Delivery lives in spreadsheets, paper logs, and provider calendars — so most leaders learn about a gap when a family, an advocate, or a state monitor points to it.
Complaints and due process
When a family asks whether services were delivered, a scattered log is hard to defend. The record you can produce matters as much as the work that happened.
State monitoring findings
Late evaluations, overdue annual reviews, and incomplete transition plans surface as findings and corrective action — long after they could have been fixed.
How it works
One evidence stream, from the classroom to the cabinet.
Early warning is only as good as the data beneath it. Casemate starts with a workflow teachers want to use, then lets leadership see the same evidence — without asking anyone for a duplicate report.
01 · Teachers and providers
Deliver and log in the flow of the day
A daily checklist built from each student's services. Marking a session delivered, partial, or missed is a tap — not a second reporting system.
02 · Casemate
Detect drift while it is still small
Minutes provided versus expected, make-up sessions owed, undocumented sessions, silent caseloads, and approaching timelines roll up by student, school, and district.
03 · Principals and directors
Act this week, then prove it
A short list of what to fix, owners and status on every gap, and exportable evidence when monitoring, counsel, or a family asks.
Today's servicesTeacher view
What you open on Monday
A calm command center, not another dashboard to decode.
Principals see their building. Directors see every school. Both start with a short list of what to do this week, and go deeper only when they need to.
This week
MonitorThe five things to ask principals to fix, with service delivery rate, students at risk, and overdue timelines — the same three questions every Monday.
Calendar
MonitorA day, week, and month view of logging coverage aligned to your academic calendar, so holidays are not counted as missed services.
Audit
Audit-ReadyA ranked gap queue with status, delivery-evidence CSV export, printable student audit folders, state-rule warnings, and alerts for missing Prior Written Notice, restraint notice, and expiring credentials.
Insight
Outcomes in every packageBaseline-to-today scorecards for every package. Command adds a predictive watchlist, the structural drivers behind risk, and peer benchmarks.
Analyst
MonitorAsk plain questions — which schools have overdue re-evaluations? — and get answers grounded in your district's live Casemate data.
Teachers get a workspace worth using
SDI scheduling with conflict detection, goal progress monitoring, and meeting prep packets — the reason logging actually happens.
Enterprise packages
Start with visibility. Add proof and prediction when you need them.
Every package covers your whole special education team on one annual license, priced by the schools you cover and the depth you need — never per teacher seat.
Monitor
Where are we exposed this week?
You need early warning on under-delivery across schools.
- Weekly leadership desk for principals and directors
- Service delivery, students at risk, overdue timelines
- Compliance calendar and district academic calendar
- Outcome baseline captured at launch
- Full teacher and provider workspace for covered staff
Where most districts start
Audit-Ready
Can we prove what was delivered?
State monitoring, a complaint, or your board wants evidence.
- Everything in Monitor
- Prioritized gap queue with status tracking
- Delivery-evidence CSV export
- Student audit folders (initials only)
- State-rule warnings and family-input readiness
- PWN, restraint notice, and credential alerts
Command
What happens next, and why?
You run a proactive compliance program across many schools.
- Everything in Audit-Ready
- Predictive under-delivery watchlist
- Structural drivers behind school risk
- Peer benchmarks (opt-in, minimum group sizes)
- Executive summary for cabinet and board
Individual teachers can start on a free workspace for up to three students. When a school or district adopts Casemate, their work carries over — nothing to re-enter.
Scope a packageSecurity and privacy
Built to pass your district's privacy and security review.
Specific controls, stated plainly, with documents your privacy officer and IT director can verify. We tell you what is available today and what is not — no borrowed badges.
Minimal student data
Student records use initials and grade. No full names, SSNs, or home addresses; birth month is optional and used only for transition timelines. Uploaded IEPs are stripped of identifiers before results are stored.
Role-scoped access
Teacher, principal, and district scopes are enforced on the server. District gap queues are organized by school and omit teacher identities. No access across unrelated districts.
Audit logging
Student-record changes, evidence exports, audit-folder views, and leadership report access are written to a server-side audit log.
Encryption and hardening
TLS 1.2+ in transit and encryption at rest on Google Cloud. HSTS, a restrictive Content Security Policy, App Check on every callable function, and rate limits on public links.
Governed AI
AI runs on Google Vertex AI in a configured region. Customer content is not used to train models, prompts are de-identified, and every AI output is a draft for an educator to review.
District-directed use
Under a signed agreement, Casemate acts as a FERPA school official. No sale of data, no advertising, and return or deletion of district data when the agreement ends.
Procurement review at a glance
- Available now
NDPA-based Data Privacy Agreement
Template downloadable today, no account required
- Available now
Subprocessor list
Google Cloud, Netlify, Stripe (billing only), Resend (staff email only)
- Available now
Sign in with Google
Your Google Workspace MFA and offboarding policies apply to staff
- Available now
Accessibility statement
WCAG 2.1 AA target; currently partially conformant
- On request
Countersigned DPA and state exhibits
NY Ed Law § 2-d, Illinois SOPPA, California — typically within five business days
- On request
Security questionnaire and VPAT / ACR
Completed for your review team
- On the roadmap
SAML, Clever, and ClassLink SSO
Not available today
- On the roadmap
SOC 2 Type II report
Not available today — we will not claim a certification we do not hold
Implementation
A pilot that earns the right to scale.
Prove visibility, teacher adoption, and security fit on a small scope before a district-wide commitment.
What we need from your IT team
- No SIS integration or rostering project to start
- Staff accounts by email invite, join code, or Google sign-in
- No student accounts — practice links are educator-created and time-bound
- Academic calendar imported from the PDF you already publish
- 01 · Align
Agree on the decision and the guardrails
Confirm the delivery risks the pilot must surface, the schools in scope, roles, and privacy terms. Your DPA review runs in parallel.
- DPA and security review
- Success measures
- Pilot schools
- 02 · Launch
Get a representative school logging
Import the academic calendar, invite principals, and bring teachers in with a join code. Casemate captures your delivery baseline at launch.
- Calendar import
- Teacher onboarding
- Baseline scorecard
- 03 · Scale
Turn signals into a weekly rhythm
Run a 20-minute weekly review, track gaps to resolution, compare against baseline, and expand when the evidence supports it.
- Weekly leadership review
- Outcome checkpoint
- District rollout plan
Adoption signal
A district signal is only as good as the teacher workflow beneath it.
These are early pilot voices, presented without invented names or inflated rollout claims. They speak to the first buying question: will the daily experience earn use?
“The daily checklist finally matches how I actually move through my day instead of another spreadsheet I forget to update.”
“SDI scheduling with conflict detection is already saving me time I used to spend rebuilding grids every quarter.”
“Casemate let me organize my caseload first and bring colleagues in when they were ready.”
Built from the work
Designed by a special educator.
Tom Vaccaro spent 10 years in special education and holds a master's in special education administration. Casemate starts with the daily reality of carrying a caseload, then connects it to the decisions district leaders have to make.
Read the founder storyBuyer questions
Straight answers for a district evaluation.
Does Casemate replace our IEP system?
No. Your IEP system stays the system of record for writing the plan. Casemate covers what happens after: scheduling services, documenting delivery, monitoring progress, surfacing risk, and preserving the evidence.
What does it cost?
Enterprise is an annual license scoped to the schools you cover and the package you need — Monitor, Audit-Ready, or Command. It is not priced per teacher seat. Individual teachers can use a free workspace for up to three students.
What if teachers don't log?
Then you will see it. Logging coverage is tracked by school, silent caseloads appear on the calendar and in the gap queue, and the desk flags them as a weekly action. The teacher workflow is designed to be worth using on its own so coverage holds.
Will this feel like surveillance to our teachers?
District views lead with school-level patterns, and district gap queues omit teacher identities. Principals work with their own staff. Casemate is built to direct support to where delivery is slipping, not to rank people.
How is student data protected?
Records use initials rather than names, identifiers are stripped from uploaded documents, access is role-scoped on the server, sensitive actions are audit-logged, and data is encrypted in transit and at rest. Student data is never sold, used for advertising, or used to train models.
Do you have SOC 2 or single sign-on?
Not yet. Casemate does not hold a SOC 2 report today, and SAML, Clever, and ClassLink sign-on are on the roadmap. Staff can sign in with Google so your Workspace MFA policies apply, and we complete security questionnaires for district review.
Does Casemate guarantee compliance?
No. Software cannot guarantee compliance or replace professional and legal judgment. State-rule warnings are assistive monitoring, not legal advice. Casemate helps qualified teams see delivery drift sooner and respond with better evidence.
Do students need accounts?
No. Educators can share limited, time-bound practice or tutoring links. Students never receive Casemate accounts or access to the educator workspace.
District walkthrough
Bring the delivery question your current systems can't answer.
In 30 minutes we'll map it to the evidence Casemate can see, the package that fits, and the smallest responsible pilot. Your privacy team can start the DPA review the same day.