IEP Meetings
So you've been invited to an Individualized Education Plan meeting...now what?
Who will be there?
Required
Regular education teacher-most of the time a teacher that has the student or has had the student will attend the IEP meeting. There are some exceptions especially in the summers when not all teachers are available, during testing times, and for emergency meetings. This teacher is certified in regular education. They have knowledge of the regular curriculum, requirements for the class(es) that they teach, and are in direct communication with their teaching peers. In middle and high school, typically only one regular education teacher will attend the IEP meeting while representing his/her peers who also teach the student. The teacher should know the requirements of the state standards and be able to help with questions regarding accommodations being appropriate (or possible to provide) in his/her class.
Special education teacher-most of the time this is the "case manager" for the student. This is the person who best knows the IEP and the services that are being provided. This person helps the regular education teachers understand the needs of the student because of his/her disability. The special education teacher also has the knowledge of the difference between accommodations and modifications. They also can help design modifications when needed. If the case manager is not available for some reason, the special education teacher should have talked with the case manger prior to the meeting unless he/she also teaches the student and has first hand knowledge of their own.
LEA-This is a representative of the administration of the school. This does not mean that the principal will attend every meeting. In some schools, the principal designates a certain person to be the LEA; however most of the time the assistant principals, instructional coaches, and or other special education teachers may share in this responsibility for the school.
Recommended and Definitely Invited
Parent/Guardian-this is the person legally responsible for the child. Parents/Guardians are a vital part to the decision making process regarding a student who has special needs. The parents/guardians will always be invited to the IEP meetings. Many times attending in person is not possible for some parents/guardians. Attending via phone is an acceptable way to attend if possible. Some parents/guardians also choose not to attend and give the team consent to go ahead with the meeting without them and receive full copies of the paperwork after the meeting. Parents can request another IEP meeting again if needed as well. Some parents talk with the special education teacher about meetings prior to the meeting being held, and if they feel comfortable will also give consent to go ahead with the meeting. Parents/guardians have the full background information about the student and usually know about what has or hasn't worked in the past. They also know about medications the student is taking, outside services that the student receives, and any major changes in family life or lifestyle.
Student-if the student is turning 13 or older during the course of the IEP, he/she will be invited to the meeting. It is up to the parent and student to decide if he/she will attend, however once the student turns 18 the student becomes the responsible party rather than the parent and is no longer optional. It is recommended for students to attend at least some of his/her IEP meetings prior to that so that he/she learns what to expect.
Transition Representative-This person is invited to the meeting when a student is turning 13 and after as well. Typically they can provide support when a student is having a change from one setting to another or provide information about future planning. Many times this person is part of the guidance department at the school, but sometimes can be represented by the LEA or special education teacher if information has been provided by transition personnel.
Other personnel who may attend-many times other personnel provide services to the student. Based on the IEP, anyone who provides services will be invited. Not every student is served by all of the following. Sometimes they will not attend as not every IEP meeting will include the discussion of the support provided by them. However typically if the person is invited, they will contact the parent prior to the meeting to explain their absence.
School Psychologist-This person assesses the student or arranges for assessment to take place for the initial serving of a student or continuation of services for a student. Every student who has a disability will be evaluated at some point in their school career by a school psychologist.
Instructional Support Specialist/Coordinator-This person can take the place of an LEA or come in addition to the LEA. They provide extra knowledge about the school district policies and services provided/available at certain schools. They can also provide more input about interventions that can be tried and help provide support in a variety of ways.
Nurse-if the student is provided medical assistance as part of his/her IEP, they will be invited.
Occupational Therapist (OT)- the OT typically provides support regarding writing skills, dressing skills, etc as they effect the school environment
Physical Therapist (PT)- the PT provides support regarding access to the school environment. The PT also works with students regarding equipment needs such as standers, walkers, wheelchairs, etc.
Assistive Technology (AT)-the AT provides support regarding assistive technology that is needed for the student to be as independent as possible in the classroom/school environment. Many times the AT is also the OT or Speech teacher at a school and will provide support for written or augmentative communication (the student cannot speak clearly with others).
Speech Therapist-Sometimes the speech therapist takes the place of the special education teacher if the student only has a Speech or Language Impairment. Other times the speech therapist is part of the team of personnel working with a student. They provide knowledge of the student's understanding and producing speech.
Orientation and Mobility (O&M)-the O&M provides support for students who need to learn how to get around the school and sometimes the community safely. This service is provided to students who are more severely impacted by his/her disability in that they cannot get around safely by him/herself.
Counselor-if the student has a disability that strongly effects them in ways, particularly emotionally, the team will include a counselor who will regularly meet with the student to help him/her individually or in a small group if appropriate.
Transportation-If the student is in need of specialized transportation (they can't ride on a regular school bus) due to his/her disability, a representative for the transportation department will be invited. If the services are a continuation of current supports, many times they will not attend and will not notify the parents.
Interpreter-this person is invited if the parents/guardian or the student do not speak or understand English. The parent has to let the case manager know that they need an interpreter as soon as possible so one can be provided. Sometimes this support is provided via the phone rather than by a person who comes physically to the school.
Where will it be?
Most IEP meetings are held at the current school where the student is attending. However prior to K5, the "roll up" meeting, typically the meeting will be held at the child's home-based school where they will begin attending the following fall. Some meetings are also held through the use of technology and/or on the phone. (During eLearning this is how the majority of our meetings needed to be held.)
What is it/Why are we meeting?
There are many reasons to hold an IEP meeting. IEP meetings are typically initiated by the case manger or by the parents/guardians. The main reason will be on the invitation that is sent home. Sometimes the meeting is as simple as making an amendment to the current IEP. Sometimes they are more complex. Many times there will be more than one reason checked on the invitation. This is quite common.
The Initial IEP meeting will be the one to request testing for a student who has not received special education services prior to that time at the current school. Sometimes it is called because a student has moved in to the school district and may or may not request new assessment for qualifications for services.
Annual IEP-Every year there will be an annual IEP meeting. At this meeting, the team will meet to discuss the plan for the following year. Typically the case manager and other providers will have developed a draft of the IEP so that there is a starting place for the team to discuss. The most important part is the present levels where it explains how the student is currently performing and it provides the basis for the accommodations, goals, services, etc that are discussed in the rest of the IEP.
Reevaluation Review IEP-At this meeting the team will review the files of the student and determine if the current information is appropriate and no further information is needed or if the student is displaying new issues that need to be addressed. This meeting will happen at least every 3 years, but cannot happen more than once a year. Many times the current information is appropriate and no new testing is needed.
Special Review IEP-This meeting can be held to make changes to the IEP. It can be for minor changes that are needed in the IEP or it can be for a discussion about major changes that need to be made to the IEP. Typically, these meetings are regarding a change to accommodations, either adding to them or removing them if the student is no longer needing certain accommodations. Other times these meetings are regarding changes in placement or services, either increasing or decreasing. "Special Review" basically means that there is already an IEP present for the student, but one or more members of the team feel that there is a need for a discussion involving the entire IEP team and/or changes need to be made
Transition IEP-Every IEP meeting after a student is turning 13 during the course of an IEP is a possible transition IEP. It just means a change is possibly going to be discussed. It does not mean that there will definitely be a discussion about changing a student's placement or services.