Preparation

Print for an Annual IEP meeting

Procedural Safeguards
Record of Team Meeting form from SpEd Forms
Meeting agendas (See below for sample agendas) for all attendees
Draft IEP goals for the proposed IEP (often written on the meeting agenda)
IEP, Behavior Support Plan (if applicable), and Evaluation Summary Report (if also reviewing ESR) copies for all meeting attendees*
Progress monitoring graphs for all meeting attendees. (i.e. Class DoJo, Fast Bridge data, etc.)

If Applicable:

Agreement Regarding IEP Team Member Attendance form from SpEd Forms**
Written input from absent team members**
Release of Information form**
Notice of Transfer of Parent Rights form from SpEd Forms (if the student will turn 17 before the next annual meeting)

*Many case managers prefer to meet in a room with a projector rather than making printed copies of these documents for all meeting attendees. Projecting the meeting visuals ensures that all attendees are looking at the same thing (and cuts down on "If we flip to page 4..." pauses in the meeting) and it also saves paper. If you project during the meeting, make sure you still have paper copies available for the parent(s)/guardian(s).

**These documents should be prepared in advance if the meeting facilitator is aware that a required team member will be absent from the meeting or that the school needs a release to share private educational data with an anticipated meeting attendee. However, also having blank copies of these forms ready at the IEP meeting is a good habit to get into because you are better prepared to handle last-minute changes.

Helpful handouts

Social Emotional Learning (SEL) Competencies: When discussing educational needs and/or IEP goals in the area of social-emotional-behavioral functioning, this handout can help parents to understand the options available to the team.

Evaluation Review-Specific:

MN Eligibility Criteria Checklists: These checklists are commonly used as handouts during evaluation review meetings when initial eligibility is being discussed. When a student is re-evaluated, they do not need to meet initial eligibility criteria and can continue to be eligible for services if there is evidence for a continuing need. As such, these handouts are not typically used during re-evaluation meetings.

Requesting an Interpreter or Translation

Meeting Agendas

Pre-Transition:

For students who have not had transition assessments included in their evaluation(s)

Sample IEP Agenda.docx

Transition:

For students who have had transition assessments included in their evaluation(s)

Transition IEP Meeting Agenda - Blank.doc.docx

General example:

IEP Meeting Agenda sample.docx

Am I Ready?

Have all required IEP team members RSVP'd "yes" in Google Calendar?

If not, contact team member(s) to confirm their attendance. If a required team member cannot attend, invite a substitute (e.g., invite your School Psychologist if no building administrators are able to attend as the district representative). If no substitute is available, contact the parent to offer the choice of either rescheduling or proceeding with the meeting and excusing the absent team member(s).

If the parent has invited other members to the meeting, does the school have current Release of Information forms to communicate with these individuals?

If not, prepare a Release of Information form for the parent's signature. It's a good idea to have a few blank ROI forms available for any meeting in case the parent brings additional attendees without warning.

Preparing for a Positive Meeting

Make Positive Contact Before the Meeting

Often, the communication from school that a parent of a student with a disability receives is almost entirely negative. By taking time to call, text, or email parents with positive information, you are showing the parent that you see the strengths their child possesses, not just their weaknesses. When you sit down at the IEP meeting, parents will remember that.

Bring Data & Ideas

Especially if you know you will be discussing a behaviors or academic challenge the student is having, make sure you come with ample documentation of what the behavior or academic challenge is, what you have tried so far to manage with the behavior or academic challenge and some suggestions of what you would like to try next.

Encourage Parent(s) to Bring a Supporter

Parents may feel vulnerable when facing a room full of educators. In most instances, having a supportive ally at their side helps parents to feel less defensive and to more actively participate in meetings. Encourage them to invite a relative, friend, or advocate. You can also try to invite school staff to the meeting with whom the parent has developed a level of trust.

Prepare the Meeting Room

Alert office personnel to expect parents and make them
Minimize outside distractions. For example, hanging a "Do Not Disturb" sign on the door can eliminate interruptions.
Have enough chairs and space for all team members to sit comfortably.
Have pens/pencils available. The meeting agenda templates on this website provide parents/guardians with space to take notes.

Consider Seating Arrangements

Make sure that the parent is not seated on one side of the table while all the teachers, administrators, etc. are seated across from them. This would make anyone feel like they were being ganged up on. As the facilitator, you should sit next to the parent so you can go over the paperwork and other items together.

Mentally Rehearse Difficult Situations

Imagine likely scenarios in which you would face an agitated meeting participant and mentally rehearse the techniques that you will use to positively manage that interaction. Mental rehearsal is a good way to practice your conflict management skills in a safe, controlled manner.

Page updated

Report abuse