Preparation
Preparation
Paperwork To Print
Am I Ready?
-
If not, contact team member(s) to confirm their attendance. If a required team member cannot attend, invite a substitute (ex. ask another SLP if they can attend). 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).
-
The case manager should work with the IEP team to formulate progress monitoring procedures and determine a baseline for any proposed goals prior to the IEP meeting.
A reliable baseline measure is generally the median of three scores taken at three different times (usually three different days). The measurement procedure used to establish the baseline score must match the procedure described in the goal.
If the measurement instrument will not change (e.g., ORF probe at the same grade level, rubric or checklist with identical items, etc.), case managers typically take the median of the most recent 3 data points and use this as the baseline for the new IEP goal.
If the measurement instrument will change in any way or if the team is considering adding a new IEP goal, it should be administered in advance of the meeting so the team is able to discuss the student's present level of performance and determine an appropriate goal.
Occasionally, the IEP team will determine that the proposed progress monitoring procedures should be modified or that a new IEP goal should be added that the case manager did not anticipate. In these cases, the case manager will need to collect data and determine a baseline between the meeting and when the IEP is sent to parents. This should be a rare occurrence. It doesn't allow the full IEP team to meaningfully discuss the goal target, and it puts significant pressure on the case manager to collect multiple data points and determine an appropriate goal target during the 10-school-day timeline for sending out the new IEP.
-
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.
-
If the answer is yes, be prepared to provide a verbal and written Notice of Transfer of Rights at Age of Majority. Following the meeting, be sure to click the checkbox in SpEd Forms next to: "The Student was informed on ____ of the rights that will transfer on: [auto-fills with student's 18th birthday date]."
Tips To Prepare 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 problems the student is having, make sure you come with ample documentation of what the problem is, what you have tried so far to deal with the problem, 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 invite school staff with whom the parent has developed a level of trust.
Prepare the Meeting Room
-
Alert office personnel to expect parents and make them feel welcome.
-
Minimize distractions (e.g., hang a "Do Not Disturb" sign on the door).
-
Have enough chairs and space for all team members to sit comfortably.
-
Have pens/pencils available so people can 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.