Preparing, Holding, �Finalizing IEP Meetings, �and Other IEP Documentation

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Agenda

• Scheduling the IEP
• Gather data
• Preparing for the meeting
• Holding the meeting
• Post IEP meeting
• PLAT

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Scheduling the IEP

1. Send a Doodle Poll to the IEP team to choose one date when everyone can attend.
1. Prepare to be able to offer more than one option to parent. The poll or survey should include all times during which you are available so that we can offer more than one option to parent, if needed.
2. IEPs are to be scheduled a month before their due date.
2. Who to Invite: Case Manager, Parent/Guardian, General Educator, Administrator, All Service Providers (if applicable), All Assessors (if applicable), student (if 14 or older, at age 16 or older they must attend), transition team and counselor for all high school students. (Also consider agencies, DOR, etc).
3. Offer 3 dates and times to parent.
4. Once date is confirmed with parent, set-up a meeting in Zoom.
5. Create notice of meeting ("NOM") in SEIS.
6. Send NOM to parent to sign via Adobe Sign. Include Procedural Safeguards.
7. Send a calendar request and email to the IEP team with Zoom meeting link and phone number.
8. Send reminder email day before meeting and an hour before meeting. Can be set up as a notification in the Google Calendar invite.
9. Work with PS for non-responsive parents or students 18+ that aren’t conserved.

Gather Data

1. Work with student to obtain formal and informal data samples for all prior goals. Data should be gathered throughout the year to demonstrate meeting goals by the plan review IEP. Data is also used to draft new goals based upon continued areas of need.
1. Data includes observations, anecdotal notes, inventories, work samples, etc
2. Contact all related service providers to ensure they updates SEIS on the PLEP, goals, goal progress, and services for the corresponding area they support.
3. Contact assessors, if applicable, and gather reports and feedback. Input report data into the PLEP.
4. Obtain PLEP information from Parent/Guardian and IST using the PLEP forms. Throughout the year as you collaborate with the IST.

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Before the Meeting

• At least 5 days prior to the IEP meeting, provide PS with PDF of the draft copy for review. This can be done via Adobe Sign or as a password protected document via email.

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• Send at least one email reminder to IEP team, including parent, within 3 days of the meeting.

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• Prefill the notes page so that your admin designee can focus on the “meat” of the meeting. Share via Google Drive with admin designee.
• Things like: attendees, date and time of the meeting, filling in the student name, etc.

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• Schedule staffing meeting, if necessary. This is expected for all eligibility evaluations and initials this year. Staffings will include the CM and PS always. PS will tell you others to invite, such as assessors, providers, IST.

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• Obtain signed excusal by parent/guardian for any team member not attending the IEP. If a service area is being discussed, a provider must be present to discuss it. (This includes school nurses, especially for eligibility evaluations for OHI, DHH, VI, or MD.

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Holding the IEP

1. Arrive at least 5 minutes before the meeting to ensure no technical issues delay the start of the meeting.
2. Ensure Waiting Room is activated.
3. Share meeting agenda and review with team. Follow this agenda throughout the meeting.
1. MEETING AGENDA TEMPLATE
4. Complete Introductions, Parent Rights review, and Independent Study review
5. Share SEIS and update live during the meeting. Always have a downloaded PDF copy of the IEP and goal progress in case SEIS is down.
6. Ask parent involvement question
7. Ask team if there are any time constraints to keep in mind. Any individuals leaving early or coming late must have a partial excusal signed by the parent.
8. Review Follow Ups
9. Conclude Meeting
• Make sure start and end of meeting are listed in the notes.

Post-IEP Meeting

1. Update/Proofread IEP
2. Send PDF to PS via Adobe Sign for review.
3. Once approved, send IEP to parent via Adobe Sign for signature and parent consent.
4. Complete any follow up items identified at the meeting
5. Affirm/Attest IEP in SEIS (whether or not parent signature acquired) within 24 HOURS OF THE IEP.
1. If parent has not yet signed, follow-up again; once signed, mark as such in SEIS.
6. Upload signed IEP (PDF) to SEIS unprotected. Include any other documents, such as assessments, if applicable. Provide copy to parent password protected.
• Naming Conventions: Lastname_Firstinitial_name of doc_date_signed/unsigned
7. Send jotform to SEIS, Services and Records Coordinator Staff, and PS regarding completed IEP
8. Complete Services Survey if appropriate.
9. Update Caseload and SAI workbook and inform SAI teacher
• Provide any new class schedules to parent
10. Inform IST if Pathways changes need to be made.

Adobe Sign Reminders

• Make sure you have ‘complete in order’ selected and input emails in the order you want the document signed. The admin should sign first to review for mistakes.
• Click ‘add me’ if you are to sign as well.
• Click in the ‘email’ box to type in participant emails.
• Click ‘add files’ and choose the PDF document to be signed. Make sure the name does not violate FERPA laws.
• Include a message with what the password is to the signers.

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Adobe Sign Reminders

• All documents are to be password protected TWICE.
• You will be prompted to input the password for the document. We typically use the student’s first name in all lowercase letters.
• Password protect the document by clicking the downward arrow to the right of the added email line and select ‘password’. Add the password there for all signees. Also select ‘password protect’ under the options box to the right of the agreement name and message.

Adobe Sign Visuals

Adobe Sign Visuals

• Once everything has been prepared, scroll to the bottom of the page and make sure ‘preview and add signature fields; is checked.
• Then, click ‘next.’

Adobe Sign Visuals

• Each signer is given a color to know who you are requesting a signature from. Choose the item and move it to the correct space on the doc.

Adobe Sign Visuals

• The asterisk means the field is required and the color in the corner tells you by who. When the document is ready to send, click ‘Sign, then send.’

Adobe Sign Visuals

• Once all parties have signed, you can open the document in Adobe Sign. Click on ‘download,’ then view the document. Click on the ‘print’ button and change it to ‘save as PDF.’ This will save it to your desktop. It will not be password protected. You will then upload it to SEIS.

Preparing for Interim IEPs

1. Review SEIS and identify most recent IEP.
1. If plan review IEP is due within 40 days of the interim IEP, you may combine the interim and plan review.
1. Example: Interim IEP due 9/16 and annual due 10/26, you may combine.
2. Example: Interim IEP due 9/16 and annual due 10/27, do not combine.
2. Contact parents if the IEP is overdue to determine if we are missing information.
• If we are missing information, contact records and ask to reach out to the previous school.
3. Complete interim placement form in SEIS as an amendment to the current IEP. You will then also hold the interim IEP as an amendment to the current IEP.
4. Request services based on comparable offer on interim Placement based on most recent, signed IEP.
5. Schedule IEP with Parent, IST, and admin designee minimum, and related service providers.
6. Complete steps on Gather Data slide
7. Complete steps on Hold IEP slide
8. Complete steps on Finish IEP slide
9. Send parent a copy of the signed IEP
10. If students IEP is old, implement to the best you can, gather data, and hold interim as plan review. Send assessment plan ASAP to begin eligibility evaluation testing. Work with your PS for these cases.

Preparing for Plan Review (Annual) IEPs

1. Schedule IEP with Parent, IST, and admin designee at minimum. Include related services providers if appropriate.
2. Complete steps on Gather Data slide
3. Complete steps on Hold IEP slide
4. Complete steps on Finish IEP slide
5. Send parent a copy of the signed IEP

Preparing for Eligibility Evaluations (Triennial/�Re-evaluation) IEPs

1. Draft Assessment Plan (collaborate with psych and PS) 85 days prior to due date
1. Submit AP review survey
2. Tips for drafting the AP: Initial, Triennial
3. 60 day calendar
2. Call Parent to notify them of AP and answer questions.
3. Send the AP via Adobe Sign to the parent for signature 75 days prior to due date. Attach procedural safeguards.
• Provide a copy of signed AP to parent, once signed
4. Follow-up to ensure AP is signed by parent (within 15 days)
5. When AP is signed by parent, upload as PDF to SEIS under "Future" tab.
6. Notify Assessment Coordinator via Signed AP survey that AP has been signed and a copy is on SEIS. Email your PS and the psych with whom you collaborated.
7. Follow up with Assessment Coordinator and/or Assessor Spreadsheet after 2 weeks (and as necessary thereafter) to keep apprised of evaluation status
8. Begin scheduling process at least 6 weeks before due date.
9. Gather Info
10. Hold IEP
11. Finish IEP
12. Send parent signed copy and any other related documents

Post-IEP Meeting

1. Update/Proofread IEP (PS should be sent a copy with all changes for final review).
2. Send PDF to PS via Adobe Sign for review.
3. Send IEP Signature page via Adobe Sign for participant signatures.
4. Download participant signatures and add to the IEP document to send to parent for consent via Adobe Sign.
5. Complete any follow up items identified at the meeting
6. Affirm/Attest IEP in SEIS (whether or not parent signature acquired) within 24 HOURS OF IEP.
1. If parent has not yet signed, follow-up again; once signed, mark as such in SEIS.
7. Upload signed IEP (PDF) to SEIS unprotected. Provide copy to parent, password protected. Provide IEP at a Glance to ISTs via Adobe Sign.
8. Inform SEIS, Services, Records Coordinators, and PS that you have completed the IEP process.
9. Complete Services Survey, if applicable.
10. Update SAI workbook and inform SAI teacher, if applicable.
• Provide any new class schedules to parent

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Service Tracking

Individual Delivery:

Individual Delivery:

Individual Delivery:

Individual Delivery:

Individual Delivery:

Individual Delivery:

Student received 90 mins of SAI on 9/12/18: 30 mins SAI for reading at 9:00 am, 30 mins SAI for writing at 10:30 am, and 30 mins SAI for math at 11:00 am

Individual Delivery:

Bulk Delivery for Group

Group Delivery:

Group Delivery:

Group Delivery:

Group Delivery:

Group Delivery:

Summary

1. Schedule early!
2. Prepare in full!
3. Affirm/Attest ASAP!
4. Provide parent a copy of the signed IEP in a separate email password protected following the meeting.
5. Complete the finalizing processes accordingly!
6. IEPs are to be within timeline, no exceptions!

Reminders

1. Service Tracking is Mandatory Daily to document services implemented.

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1. Reminders: IEP at glances downloaded from futures will have ALL the current information. Must be shared with ALL teachers working with student.

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1. Always use the student’s legal name on the IEP and not nicknames or preferred names, as this is a legal document.

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1. We are no longer doing VIDEO recordings, only audio. This is for parents too.

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1. CVS uses the following protocol to maintain student privacy. In emails, chats, etc, use the students initials, SSID, and school. Do not use their full name.
• Example: MP (123456789, MR)

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1. May 12, 2023 will be the last day to hold IEPs

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Important SEIS reminders

1. Stephanie Mitchell is the SEIS coordinator and is who you communicate with for SEIS issues. Work with your PS for IEP related questions. If you email Stephanie, please make the subject line student initials, SSID, school, and reason for email. Ex: J.Smith (MR, 23456192) exit

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1. Services questions go to Elizabeth McNamara and records go to Llanely Aquas-Flores.

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1. Only Stephanie Mitchell can delete items in SEIS, however to do this requires PS approval.

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1. Make sure you work with your PS and follow the COC process. Do not just mark things in SEIS.

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1. Do Not upload password protected documents to SEIS.

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1. If you are having an issue filling out a document in SEIS, work with your PS first. Stephanie can not work on documents themselves.

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1. Fill in the IEP calendar and IEP due dates in your caseload workbook for scheduling the rest of the year.
2. Identify any students with overdue assessments and review what has been done/needs to be done.
3. Begin prepping for any IEPs coming up in the next few weeks by planning for time to meet with the student, etc.