Organizing an annual IEP review and meeting is a critical responsibility for teachers. It ensures that disabled students receive the appropriate support and services to thrive academically and personally. And it’s a lot of work!
This comprehensive checklist is designed to guide you through every step of the process, including additional components for students undergoing their triennial IEP evaluations. Whether you’re a seasoned educator or new to the IEP process, this guide will help you navigate the tasks involved and ensure a successful and productive meeting.
Checklist for Organizing an Annual IEP Review and Meeting
Pre IEP Meeting Preparation
- Review Student’s Current IEP
- Read through the current IEP document.
- Make notes on areas of progress and areas needing improvement.
- Initiate Triennial Evaluation Process
- Send a Prior Written Notice (PWN) to parents to inform them about the upcoming triennial evaluation.
- Obtain parental consent for the triennial reevaluation.
- Gather Existing Data and Assessments
- Collect academic performance data.
- Obtain progress reports from all relevant teachers and service providers.
- Review recent assessment results (both formal and informal).
- Conduct Comprehensive Evaluations
- Arrange for the necessary evaluations (cognitive, academic, speech/language, occupational therapy, physical therapy, etc.).
- Ensure all evaluations are completed in a timely manner.
- Collect input from all team members regarding the student’s current performance and needs.
- Consult with Specialists
- Meet with special education teachers, therapists, and any other involved specialists to discuss the student’s progress and needs.
- Parent Communication
- Send a meeting invitation to parents at least 10 days in advance.
- Provide parents with a draft agenda and any data or reports to be discussed.
- Ask parents if they have any specific concerns or topics they want to address.
- Schedule Meeting
- Ensure the availability of all necessary team members (general education teacher, special education teacher, related service providers, etc.).
- Confirm the meeting date, time, and location with all participants.
During the IEP Meeting
- Introductions and Agenda Review
- Introduce all team members.
- Review the IEP meeting agenda and purpose.
- Review IEP Evaluation Results
- Present the results of the triennial evaluations.
- Discuss how the evaluation results impact the student’s eligibility for special education services.
- Review Student’s Progress
- Parental Input
- Provide parents with an opportunity to share their observations and concerns.
- Address any specific questions or topics raised by parents.
- Develop New Goals
- Based on the student’s progress and current needs, develop new IEP goals.
- Ensure goals are specific, measurable, achievable, relevant, and time-bound (SMART).
- Determine Services and Accommodations
- Discuss necessary special education services and related services.
- Review and update accommodations and modifications as needed.
- Plan for Transition Services
- For students approaching a transition (e.g., moving to a different grade level or preparing for post-secondary life), develop a transition plan.
- Ensure the plan includes steps for achieving post-secondary goals.
Post IEP Meeting Follow-Up
- Finalize IEP Document
- Complete and finalize the IEP document based on meeting discussions.
- Ensure all team members, including parents, sign the IEP.
- Distribute Final IEP
- Provide a copy of the final IEP to parents and all relevant team members.
- Ensure all service providers have access to the IEP to implement it correctly.
- Implement IEP
- Communicate any changes or updates to the student’s plan to all teachers and service providers.
- Begin implementing the new goals, services, and accommodations according to the date on the IEP.
- Monitor Progress
- Regularly collect IEP data on the student’s progress towards IEP goals.
- Schedule periodic check-ins with parents and team members to discuss ongoing progress and any necessary adjustments.
- Documentation and Record-Keeping
- Document all communications with parents and team members.
- Keep detailed records of the IEP meeting, including meeting minutes and decisions made.
