Steps for Preparing for and Conducting an Annual Review Meeting

Steps for Preparing For and Conducting an Annual Review Meeting

Student Name: ______

**All paperwork must be presented to the Program Specialist for your school, before the meeting, using the schedule on the EC calendar.

____ 1. Prior to scheduling the Annual Review Meeting, review and document the goals/objectives attained, to be continued, discontinued on the expiring IEP and attach all progress notes for that IEP.

____ 2. Draft new DEC 4 and 5.

____ 3. Check with IEP Team members to determine the date and time of the meeting, including LEA Rep., Regular Ed, and any applicable related service providers. The meeting must be held on or before the date of the last meeting.

____ 4. E-mail the Program Specialist for a folder preview using the schedule on the EC Calendar.

____ 5. Send the FIRST INVITATION to conference at least 10 days prior to the meeting date. Include a Parent Handbook if one has not been sent during this school year. Check the discussion topics as WAYS TO MEET THE EDUCATIONAL NEEDS OF YOUR CHILD, ANNUAL REVIEW OF THE IEP, INCLUDING PLACEMENT, AND OTHER APPLICABLE ITEMS. People involved include Parent, student, LEA rep, regular ed teacher, EC case manager, related service provider(s), and any other appropriate people. If 14 or older, the student must be invited to the meeting. Include appropriate agencies. If the parent cannot attend at the stated date and/or time and asks for the meeting to be rescheduled, do this ASAP and send another invitation with the new information. If the parent cannot attend at the stated time and says they will contact the school, initiate contact after 2 days if you have not been contacted by the parent. Document date sent on the supplied form.

____ 6. Send SECOND INVITATION 4-6 days prior to the meeting date. Document the date the second notice/reminder on the invitation. Send a reminder to the IEP Team members. If the parent signs that they will attend the meeting or refuses to respond to 2 notices, the meeting will take place as planned.

____ 7. At the Meeting: State the purpose of the meeting. Inform the parents about the Handbook of Parents Rights and have a copy available. Review the expiring IEP and discuss progress made. Complete DEC 4, page 1 with the team. Inform the team that the goals/objectives to be presented are a draft and changes can be made at any time during the meeting. DRAFT is displayed on each page and as each page is approved, DRAFT is marked out, FINAL is written and each team member initials the page.

____. 8. The TRANSITION PLAN, DEC 4 (2a), is completed for students who will be 14 or older during the IEP effective dates.

____ 9. Present the goals/objectives for each area of service, including related service(s), and ask for discussion, additions or changes after each area. ____ 10. Determine regular ed. participation, testing accommodations (if applicable), service delivery, etc. on pages 3 and 4.

____ 11. Have all Team members sign the IEP.

____ 12. Complete the DEC 5, addressing decisions made, rejected and the information used to reach the decisions. Document the date sent/given to Parents.

____ 13. Make copies of the DEC 4 and 5. Give or send copies to the parents ASAP.

____ 14. Give a copy of the DEC 4 to all involved regular education teachers for providing accommodations, etc. to the student. Have the regular ed. teacher sign and date the form documenting that they received a copy of the current IEP.

____ 15. Revise testing accommodation on the TESTING ACCOMMODATIONS FORM, if needed, and give to the EC Dept. Chair.

____ 16. Add the new forms to the EC folder, putting the expiring DEC 4 in the back and replacing it with the new DEC 4. The new DEC 5 is placed on top of the previous DEC 5’s.

____ 17. Inform the Program Specialist that the folder is ready to be reviewed, if stated on the preview form.

____ 18. Enter signatures, changes, etc. into CECAS.