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DEPARTMENTAL PROCEDURES – IEP DEVELOPMENT HOW TO PREPARE FOR AN IEP CONFERENCE One purpose of IDEIA is to ensure all children with disabilities have available to them a free appropriate public education (FAPE) that emphasizes special educational services designed to meet their unique needs by preparing them for employment and independent living. This assurance is provided through the Individualized Education Program (IEP). The IEP is a written document that describes the educational programs of students with disabilities. The IEP is developed, reviewed, and revised in an annual IEP team meeting. The IEP team is made up of: One or both parents At least one regular education teacher of the student At least one special education teacher or service provider Service Provider(s) as appropriate for the student Officially Designated Representative Evaluation Team Member Any others with knowledge and expertise about the student The student, if appropriate Representative of any agency likely to be planning transition services STEP 1 – 30 Days Before the Meeting: 1. Set up the meeting in line with the IEP calendar/IEP timelines. 2. Open draft IEP in SER and begin developing draft IEP. 3. Ensure you have received the Parental Consent for Adult Agencies to Attend IEP Meeting Letter from parent/eligible student. (This is a requirement of the Academic CAP). 4. Contact parent and confirm date & time of meeting with parent. If parent cannot make date, move meeting up to a previous day when the Instructional Specialist is scheduled to be at your school. Inquire about parental concerns. Complete a Health Services Screening Form. The Health Services Screening Form must be filled out completely. All information at the top of the form must be completed including IEP date/time. If the parent answers “yes” to any question, write a detailed explanation in the space provided. Copies of medicals or a signed medical release form should be forwarded to the nurses’ office. The release of information form must be signed by a witness. Remember that LSU, Brentwood & Shriners’ Hospitals have their own release. Place Health Screening Forms with all “no” answers in the IEP folder – Do not forward to the nurses’ office. STEP 2 – 15 Days Before the Meeting: Notification should be given in writing to the ODR, regular education teacher(s), and service provider(s), etc. Be sure to give the date and time of the meeting. If student requires a Transition Plan, fax a copy of the Agency Notification Letter and attach a copy of the confirmation or fax cover sheet to the notices to document it was sent (Academic CAP requirement). A copy must be kept in the IEP folder and a copy must be turned into records with the completed IEP. STEP 3 – 10 Days Before the Meeting: Send the Caddo Parish Parental Notification Letter (Revised December 2011) to the parent. At the time of this first notification, the Procedural Safeguards must be sent. You may also send the Extended School Year Fact Sheet. Make a copy of the notification for the IEP folder before sending it to the parent or tear off and keep the pink copy. All participants’ names should be written on the notification. In the “others” space, write names/positions of service providers. Document all notifications and phone calls on the IEP Contact Form. NOTE: If service providers are unable to attend the IEP conference or service provider information will not be discussed, the Excusal Request Form must be completed. Their name must be placed in the appropriate place on page 2 of the notification requesting an excusal before the 2nd notification is sent to the parent. Check the appropriate statement. The parent must receive a copy of the information to be addressed by the Service Provider requesting the excusal. The same steps must be taken for a regular education teacher; however a regular education teacher is still required to be in attendance. Regular education teacher must be from a core-content subject area. STEP 4 – 7 Days Before the Meeting: Send Notification #2. This can be labeled as a reminder if the first notification was returned signed. If the 1st notice was not returned, call the parent to see if it was received. Confirm date/time again. Document all attempts on the IEP Contact Form. STEP 5 – 3 Days Before the Meeting: Send Notification #3. This can be labeled as a reminder if the first notification was signed and returned. If notice 1 or 2 is not returned, call the parent. Document all attempts on the IEP Contact Form. STEP 6 – 1 Day Before the Meeting: The teacher MUST follow up the notification process with a phone call the day before the conference to confirm the appointment; this should be documented on the IEP Contact Form. The IEP Contact Form should be placed in the IEP folder with the parent notifications. Three notices must be sent even if the parent returns the notice denoting they will attend the conference. After three notices and documented phone calls to parent, if the parent does not attend, the IEP conference should be held with the entire IEP team. STEP 7 –Day of the Meeting: As part of preparing for the IEP conference, the teacher (s) and other service providers should: Review the student’s progress or lack of progress toward achieving annual goals and objectives. Review the student’s progress in the general curriculum. Discuss failing grades and address needed academic interventions, accommodations, and possible changes in programming under “Progress/Lack of Progress in General Education Curriculum”. The core content area teacher whose class the student is failing must attend the conference and give input into the IEP. If a student attends core content classes in a general education setting and is failing, there MUST be minutes in the regular class setting. Special Education services by the sped teacher are required for failing students. Include input from Inclusion Documentation Logs as necessary. Review the results of the student’s performance on any state or district-wide assessment, which includes alternate assessment, if applicable. If the student did not pass ELA or Math portion of assessment, an instructional plan page is needed for that area. Close out previous year’s goals and objectives (achieved, revised, continued, discontinued) – if applicable – from all instructional pages (including related service goals and objectives) on the paper copy of the IEP in the IEP folder. Update all goals and objectives which were achieved in SER. Review the results of any recent re-evaluation. Complete “AT Consideration Checklist” to determine if additional information or a request for an AT assessment is needed. Progress-Monitoring data must be gathered and reviewed to determine student’s areas of strength and support needs. The printed graphs are to be placed in the student’s IEP. Complete and review ESYS screening data to determine if student qualifies for services. Complete the IEP Compliance Checklist to ensure draft has addressed necessary components. NOTES: Caddo Parish School Board Policy prohibits the use of “white out”. If a change needs to be made on the hard copy of the IEP, then a single line should be drawn through the error or information you wish to delete. The person drawing a line should also initial. There is only one option for developing an IEP – the Web-based IEP on SER. Any handwritten information added to the hard copy of the IEP during the conference must be entered via the web-based IEP Program by the Teacher with IEP Authority. It must be made “Official” within 48 hours (2 days) of the IEP conference by the Special Education Person with SER authority. Note: Only the Instructional Specialist, Facilitator, or Special Education Supervisor with SER authority can make an IEP “Official”. Numbering Pages: Pages of the Web-based IEP will be automatically numbered via the Web-based program in the following order: Transition page (if applicable), GSI Page, Instructional Plan Pages, Accommodations Page, Program/ Services Page, Services/Placement Pages 1 & 2. The ORIGINAL copy of the IEP remains in the IEP folder at the school. A copy of the IEP with appropriate forms (parent notifications, waiver, etc.) attached must be turned in to the Records Department at the Special Programs Center.
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