Meeting Attendance

Ensuring Appropriate Attendance:

Prior to the meeting starting, the Case Manager will ensure the required/core IEP team members (Parent/Guardian, District Representation, General Education teacher, Special Education staff/Case Manager and/or if a specific staff licensure is needed) are present. If the required/core members are present, the meeting can begin with Welcome and Introduction. 

If the required/core members are not present, the Case Manager explains procedural rights to have all required/core members present, asks the Parent/Guardian if they would like to begin the meeting without the required/core members or reschedule when all required/core members can be present. If the parent/guardian chooses to excuse a required/core team member and begin the meeting, the IEP Team Member Agreement Regarding IEP Team Member Attendance form in SpEd Forms must be completed. *for additional scenarios of this process, see the Attendance and Excusal process below.

Documentiong Meeting Attendance:  You have some options on how to document attendance at each meeting. 

• If you use the Record of Team Meeting form in SpEd Forms, take attendance electronically by checking/not checking the attendance box. Finalize the form once completed.

• If you use a hard copy of the Record of Team Meeting form in SpEd Forms, you may use this to take attendance on for in-person meetings. Have each meeting attendee sign or initial by their name. Upload the doc to History.

• If you use the SpEd Forms meeting sign in sheet, indicate attendance on the sheet and finalize the document.

• If you use an electronic meeting agenda, you can indicate who was in attendance. Upload the team agenda to History.

• If you use a hard copy agenda, have all participants initial/sign. Upload to History.

• Bring a hard copy of the NOTM to the meeting, have meeting attendees sign or initial by their name. Upload this attendance NOTM to History.

Attendance should be documented as part of the Welcome and Introduction portion of the meeting. Be sure all participants in attendance are listed.  This is the responsibility of the Case Manager. If you are not using the Record of Team meeting or meeting agenda electronically to take attendance, for virtual or phone meetings, the Case Manager asks each participant for permission for them (the Case Manager) to put their initials (the meeting attendee giving permission) on the hard copy attendance document on their behalf, next to their name.