Sending the Notice of IEP Meeting

Parents and guardians must be notified of the Individualized Education Program (IEP) meeting at least seven calendar days before the meeting unless the parent or guardian agreed to meet earlier. Parents and guardians are strongly encouraged to attend and participate in the IEP process, but they have the right to decline.

The Notice of IEP Meeting is sent for initial IEP meetings as well as annual reviews.

To send the Notice of IEP Meeting

1. Locate the student's profile.
   How?
   
   
2. From the Actions bar, click Documents.
   
   The Documents page appears.
   
   
3. From the Create New Document drop-down menu, choose Notice of IEP Meeting.
   
   
4. Click the Go button, then click the Create button.
   
   The Notice of IEP Meeting Selection screen appears.
   
   
5. From the Type of Notice drop-down menu, choose the appropriate notice type.
   
   Important: If the type of notice does not match the student's process stage, an error message will be returned. If the type you selected is correct, verify with the school's special education liaison. If the special education liaison agrees, check the box to update the student's process stage to match the notice type you selected. Otherwise, change your selection to the notice type that matches the correct process stage.
   
   
6. Click the Save, Done Editing button.
   
   
7. Click the guided action to view the Notice of IEP Meeting document.
   
   The appropriate Notice of IEP Meeting document appears.
   
   
8. If the Date field, click the calendar () icon in the Date field and choose the appropriate date.
   
   Note: The default date is today's date.
   
   
9. If the suggested meeting date is seven or more calendar days from today's date and the parent or guardian has NOT agreed to schedule an earlier date, do the following:
   
   
   1. Click the Save, Done Editing button.
      
      
   2. From the Actions bar, click the student's name.
      
      
   3. From the Actions bar, click Events.
      
      The student's events page appears.
      
      
   4. From the Actions bar, click Add New Event.
      
      A blank event log appears.
      
      
   5. In the Event Description field, type Parent/guardian consented to earlier IEP meeting.
      
      
   6. From the Response Type drop-down menu, choose Parent agreed to schedule an earlier date for the IEP meeting.
      
      
   7. From the Meeting Type drop-down menu, choose IEP.
      
      
   8. Click the Accept button.
      
      
   9. From the Actions bar, click the Documents link.
      
      
   10. From the student's list of documents, click Notice of IEP.
       
       
   11. Proceed to step 10.
       
       
10. In the IEP Meeting is scheduled for field, click the calendar () icon and choose the appropriate date.
    
    Important: The meeting date must be more than seven calendar days from the date the notice is mailed unless the parent or guardian agreed to an earlier date.
    
    
11. For each individual invited to the meeting, click the lookup link and choose the individual by name.
    
    Note: Titles pre-populated with a checkmark are required participants.
    
    Note: If the parent or guardian declines the invitation to attend, he or she must complete the Declination of Parent Member form that is attached to the Notice of IEP Meeting.
    
    
12. To invite more participants to the meeting, do the following:
    
    
1. Check the box next to the appropriate title.
   
   
2. Click the lookup link and choose the individual by name or type the individual's name.
   
   
13. Click the Save Done Editing button.
    
    
14. From the Actions bar, click Send/Print Letter.
    
    
15. Click the OK button to record sending the letter as an event.
    
    
16. Click the Accept/Print button.
    
    
17. The Print dialog box appears.
    
    
18. Choose the appropriate printer and click the Print button.
    
    The document prints.
    
    
19. Click the Back to previous screen link.
    
    
20. From the Actions bar, click More Actions.
    
    
21. From the pop-up menu, click Change the Status of This Document.
    
    
22. From the Change status from Draft to drop-down menu, choose Final.
    
    
23. Click the Accept button, then click the OK button.
    
    

Related topics
Creating a new IEP document