IEP Forms, Process, and SEAS FAQ
If the IEP is not translated, how is it binding?
The translation requirement is that parents be informed of the IEP in their native language,
which could be through their participation at the IEP meeting with a translator.
How many days to close out IEPs?
IEPs should be completed and filed within two calendar weeks after the meeting and closed
out permanently through BOCES within 15 school days.
Can building administrators serve as the Special Education Director’s Designee?
Can you sign as sped provider if you do not currently hold a sped license?
You cannot sign as a licensed provider without a license.
Can the start date of goals be staggered?
Can you really accept an out-of state IEP – have been told that needs to be an initial
to determine if the student has a disability as defined by the state Yes, you can accept
an IEP from another state in its entirety. If you wish to change anything, you must reject the
IEP, provide interim services and conduct and initial eligibility determination.
Can the one page IEP Amendment be used with a Transfer?
No, service changes require an IEP Meeting or and initial if the transfer is from out of state.
When does preschooler label have to be changed?
At the age of 6.
What happens if the parent refuses the procedural safeguards?
Generally, document on the IEP that the parent refused to sign and indicate that you gave
them a copy.
Are SLPAs considered paras under SLPs?
No, SLPAs are service providers. Depending on the service model list the hours separately or
under the SLP on the service page.
Part C – B Transition. When doing an IEP on a student coming from Part C, do we use
the IEP dates to determine future meetings or the IFSP dates?
We use the IEP dates. The two processes, while related, are separate.
How do we list services that may meet a student’s special education needs as
identified on the IEP, when those services are provided through general education
(e.g., ELL, Literacy)?
CHANGED: GENERAL EDUCATION SERVICES ARE NOT REQUIRED TO BE LISTED ON THE IEP.
Where is the CO Severity Rating Scale for SLPs?
There is no requirement to use the scale and it is no longer part of the IEP. SLPs wishing to
use the scale should integrate it into their evaluation report.
How do we document Para educator supports?
Para Educators assigned to a program are included as additional hours under the teacher‟s
service delivery. You can have the teacher listed for several “Areas of Specialized Instruction”
to address the needs more specifically. For instance, you could list 5 hours for health, 3 hours
for Literacy, 22 hours for inclusion.
Is there a secondary disability?
Is everyone required to agree about eligibility?
No, but consensus is preferred.
What paperwork do you complete if you reject a referral?
You would want a copy of the referral and the Prior Written Notice form.
How do you document Physical Restraints?
Use of physical restraints is beyond the concept of an FAQ. There are a lot of requirements
that we must comply with. Refer to the Guidelines for Restraint available on the NWBOCES
Web Site. (Show Link here)
How do you document use of a Sign Language Interpreter?
As a service on the IEP under the Area of accessing the general curriculum.
Who develops IEPs for Private School Students?
All referrals from Private Schools must go through the Special Ed. Director. If the student if
found eligible by an assessment team, the Sped Director will work with the team to get a
Private School Service Plan in place. Students in private schools are not put on IEPs.
How do we handle the situation when a student who is eligible for Special Education
enrolls in the public school from a private school?
Offer Initial Consent for Sped again. If obtained, develop an IEP and use the IEP Meeting as
the annual. Use the initial eligibility meeting to identify the Tri date.
When will forms be available in Spanish?
CDE is working on it, no target date available.
When a student moves out and then returns, what is required?
First complete the transfer form. If any of the dates are overdue, conduct the necessary
annual or triennial.
How do we document that the parents received a copy of the parent rights?
There are two places on the IEP that identify that parents have received their copy. For an
initial or Tri it is on the Consent to Evaluate, and for annuals it is on the Participants Page.
When is Prior Written Notice required?
Prior written notice is required any time you propose to initiate or change a student‟s
identification, provision of FAPE, or LRE. Consequently, PWN is integrated into the IEP forms.
The only time to use the separate form is when the school is rejecting a request from a parent
or initiating a change that a parent has objected.
How often should progress reports be done?
Students receiving special education services should be monitored for progress on a frequent
basis (weekly or every other week). The IEP Progress report should be provided at a frequency
that keeps parents informed of the student‟s progress. This may depend on whether or not
you are providing other forms of progress information to parents through your RTI RtI
IEP Progress reports are required at the Annual, to identify which goals were met. They are
also required for ESY determination to document regression and recoupment. In addition to
these two required events they should be sent out with school report cards.
Should providers write their own goals?
This is not what we said. Ideally, goals should be SMART goals that are written collaboratively
How long do parents have to say “no” to an IEP?
At this time, parents do not have a way to refuse services once they have begun, except
initiating dispute resolution. This practice is likely to be soon revised through Federal
Where is the delay of staffing form?
There is no form, nor any legally defensible reason for a delay of an IEP or eligibility meeting.
How many times can one person sign on the IEP?
Twice, special education providers can sign for themselves and the Director Designee.
If you use AIMSweb, DIBELS, or other progress reports, should they be sent to
These documents should be attached to the SEAS student records using the “Additional
If we do not know the initial date of the IEP, or dates do not line up over the years,
what date should we use?
After working diligently to get the student‟s complete special education records, then use the
oldest date for the Initial IEP Date. If the last Triennial date is later than last year‟s annual you
need to move the present Triennial date up to be in compliance with 365 days or you will have
to hold an Annual IEP and a Triennial IEP in the same year.
What is the timeframe for parents to rescind their decision of Special Education for
Currently, parents can only withdraw their initial consent for special education prior to any
services beginning. Once services begin, then the window to revoke has closed. This should
change in the future with new Federal Regulations.
Is there a State IEP health care plan form?
If we are planning to hold a combined Eligibility Determination / IEP Meeting, how
do we complete the Notice of Meeting?
Mark the appropriate Eligibility box for purpose, as the notice identifies that and IEP will be
developed if the student is found eligible.
What is the Post Secondary Goal Date on the Cover Page?
This should be a future date that is in line with the current annual date and closest to the year
in which the student turns 14.
Do we need to keep a printed copy of the IEP in the school?
No. Once the signature page has been completed, you need to send that page to the BOCES to
be scanned and attached to the document.
Can we obtain written consent through the phone?
No. You may not use verbal consent.
What do we do if a parent refuses consent to evaluate?
The district may choose to initiate dispute resolution. You cannot evaluate without consent.
What do we do if a parent fails to respond to our reasonable attempts to obtain
consent for evaluation?
First, I would make a personal effort to discuss it with the parents. If this is a re-evaluation,
and you have documented the three reasonable attempts, you may proceed with the
evaluation. If this is consent for the Initial evaluation, do not proceed with an initial evaluation
without signed parent consent. Document reasonable efforts to obtain consent. If a parent
does not provide consent or fails to respond, the district may initiate dispute resolution.
How do we allow someone not invited on the Notice of Meeting to attend the IEP or
You would want to discuss with the parent prior to the meeting that the person would like to
attend. Document the parent‟s agreement. If the parent chooses not to allow the person, you
could reschedule the meeting and send a new notice.
A principal may wish to stop by to check in on the team. As long as they do not sit for the
entire meeting, they can do that out of courtesy.
How do we document things like three attempts? (is this related to parental
consent? If so move up to that area)
Keep a paper log of those attempts and submit to BOCES with IEP documents. Eventually,
there will be a place for that information in SEAS.
What if a parent provides initial consent for the provision of special education and
then revokes it at the initial IEP meeting?
You stop the meeting and are not required to develop the IEP or deliver services. (See
comment above re consent)
How do we transfer records to another school district?
Direct all requests for records to the BOCES. (Do we need a form? Should we use the Record
request in SEAS?)
Can we change the wording of a Post-School goal to “Johnny is interested in
No, PSGs are a statement of observable real intent and MUST identify what a student WILL do
after leaving the K-12 system.
How does the high school deal with service delivery on the IEP when schedules
change three times a year?
Either plan the changes in the services page with staggered dates or conduct IEP
Is it okay to prepare a 1 –2 page info sheet for a student for his/her teachers,
including a description of challenges or strengths and needs; goals & objectives,
accommodations and modifications? Does this violate confidentiality?
This is more than “okay.” It is required to inform staff working with students about their IEP
related needs. We are working on A “snapshot IEP” form that will be available in SEAS.
How do we put in secondary disabilities?
You don‟t. They are no longer a required data element. (Why aren‟t they deleted on the
What are some tech ways to write the evaluation narratives collaboratively?
SEAS, E-mail, Microsoft Word. Microsoft also offers shared workspace and we will be offering
training on this in the future.
When do you conduct an amendment meeting versus using the amendment form?
The single page IEP Amendment is used for minor changes that the parent agrees to in
writing. An amendment meeting would occur for more significant changes or if the parent does
not agree. Additionally, use a meeting anytime it makes sense.
Are there completed models of all IEP forms?
Not at this time. It is in the works by whom?
Why is a professional to interpret results not required at an eligibility meeting?
The Eligibility meeting requires a professional knowledgeable in the area(s) of suspected
disability. The IEP meeting requires a professional who is able to interpret the results of the
Eligibility Meeting and apply the educationally relevant findings to the development of the IEP.
Can you accept an IEP from another state without conducting an eligibility meeting?
Yes. (Move to p.1 accepting an out of state IEP)
If a parent wants to invite someone to a meeting would you document it on the
Notice of Meeting form?
You can if you know in advance. However, do not send that person a notice, as it violates
confidentiality. (Move to “How do we allow someone not invited….)
For SLD, will formal scores be in the evaluation report?
The evaluation report should be understandable to lay people (7-11 Rule). Any time technical
language or scores are used, you must explain them. You could however, attach them to the
IEP using the “Additional Documents” feature if you felt it was necessary
Can a sped or other person sign in more than 2 spots?
No. (Move to/combine with How many times can a sped person sign…
What form is used to reject a request to evaluate?
The stand alone Prior Written Notice form.
How long does the school have to respond after receiving parental request to
There is no legally defined timeline. However, it is recommended that an initial contact be
made indicating the request was received and when the team will consider the request. I
would make the contact within 10 school days.
What about early childhood referrals generated by physicians, HR/Social Services?
Go forward, right?
No. Only parents and the school may initiate a referral. Work with these agencies to initiate
the referral through the parent or school.
Having to do with severe needs… must there be objectives for every goal?
If the student is being assessed on the CSAPA or district alternate, then objectives are
Goals seem like the objectives we were using. If required, what would the objectives
for each goal look like?
Generally, the goal will be measurable and achievable within a year. You could write objectives
to be steps toward the goal or more specific skills.
Goal: Jon will increase his Reading from 32 to 65 words read correctly per minute in 4th grade
material by November 12, 2009.
Objective: Jon will increase his sight word vocabulary from 275 to 400 by the next annual
What are the procedures for a delay of staffing?
There is no longer a delay in staffing – parents are not a required participant to the meetings
other than the initial meeting. Even though that is the law, please make attempts to schedule
so that parents can be partners. If you need to hold a meeting without them, make sure that
you make every effort to explain any questions they have after reviewing decisions with them.
Move to Where is the delay of staffing form question on p. 2.
Is it necessary to have objectives under goals for a CSAPA student?
Yes, Students whose performance is measured against standards that are different than
general education students must have short term objectives (Move to above with severe
needs) Also the last question on p. 5.
Eligibility Review – what if you want to reduce services – student no longer needs
This is where you use the “Special Evaluation option” – you can use a formal assessment or a
Body Of Evidence – you use this for any big changes in student‟s services – less or more
Can we use the IEP Amendment one Page form waiver to remove students from
Special Ed services?
Request of records – what is sent to the requesting school?
Formal records requests are sent to BOCES. (this was covered earlier)
If you know a student will qualify for ESY services, but has an early IEP would you
check yes for a fall IEP date? Then collect data, of course.
No. ESY is now being documented through the goal/progress report form and regardless if a
student has qualified in the past for ESY the process must be followed to determine
qualification annually. You will need to have the ESY conversation with parents in the spring
and change the form at that time IF they qualify.
Who needs to be present at a speech only initial IEP (Sped teacher?)
Required: Sped Director/Designee, SLP, Sped Teacher. Essential: Parent and student. I would
not have an initial IEP without the parent.
Delay of meeting, what if it is the parent’s fault (on vacation) I’m thinking about
those early Kdg meetings that come up each year!
Organization is the key for ALL meetings. Delay requests do not exist. Group with previous
questions on pp. 2 & 6.
Evaluation Report, when is this written? At meeting? Prior to meeting?
The evaluation report should be completed prior to meeting with revisions added during the
Where is the SLD Eligibility Page?
In SEAS in the Eligibility Forms Packet.
Do we scan in IEPs from another state?
Yes, if you are accepting the IEP from another state.
Do we get Prior Written Notice with changes for RtI also?
No, PWN does not apply to RtI.
How do you know if a child has a medical condition without evaluation?
Depending on the condition, I would hope that the parents have that information and share it
with the team. The nurse should be involved as well.
Can we do an IEP summary chart instead of a narrative?
Not sure what the summary chart would be. Perhaps you want to have a chart as a visual for
the meeting but not on the evaluation report.
As an SLPA what are the legal concerns I should know about?
There is an SLPA Guide you should follow as well as working closely with your SLP Supervisor.
If a SL evaluation is completed and other concerns are noted do you go back to the
No, the evaluation plan is an activity to use as your initial guide. You would want to consult
with the team of your findings and determine if additional assessment is needed, but revising
the eval plan is not necessary.
Is an interpreter considered an outside agency?
No, if an interpreter is needed they are required to attend.
Is a SLP required to attend an Initial and/or Triennial as the SLPA’s Supervisor.
Yes, if the area of concern is specifically SL and testing has been completed.
What is the procedure for divorced parents, do you need to send two Notice of
Yes, if they have shared custody.
When transferring a student in from out of state, what is the referral date?
A referral is not necessary for a transfer student.
Can SEAS hook with DIBELS and SWIS?
Not at this time, but you can take information from those programs and make attachments.
How does the 90 calendar days apply to summer?
Monitor your dates so as not to initiate a referral after April 1. RtI should already be in place
for the student prior to referral so interventions and supports should continue until break.
Can the preschool teacher sign off as general education teacher and special
education teacher? Would this be the same for an alternative school?
What is the best way to document a phone call to parent if used for reasonable
attempt to contact?
Have another person involved and sign off as a witness.
What do we do for progress reports if the IEP is after the first of the year?
You can hand write these or use the new form in SEAS but relate it to the goals from the old
form until the meeting.
How do we document for ESY if the IEP is not held until after the first of the year?
You can hand write progress reports or use the new form in SEAS but relate it to last year‟s
In what situation would you not do additional evaluation for a Triennial?
If you have a „body of evidence‟ that documents how the student is functioning on a daily
basis, with IEP goal progress, CSAP scores, grades, district assessments, success in school
with limited special education support, etc.
How many goals should be written for a student?
Goals should be based on the needs determined by the team. Goals can be added during the
year if some are accomplished.
What is meant by evaluation: IQ, WJIII, CELF, etc?
All the above can be pieces to the body of evidence and portions of these assessments can be
used for general information as you do not assess a student in all the areas as you used to be
required to do. Evaluation also means: CSAP, District Assessments, Grades, Attendance,
Behavior, parent information, student information, progress monitoring, DIBELS, Core
Is a MDT evaluation still required for Part C transition?
Yes, see Determination of Eligibility: Preschool Child with a Disability.