By Shannon and Joy at Southern Schoolhouse
Preparing for an IEP meeting does not have to feel overwhelming. Much of the stress comes from feeling rushed or unsure about timelines. Having a simple system in place, especially early in the school year can make IEP preparation feel manageable and organized.
Start the Year With a Clear IEP Plan
At the beginning of the school year, I create a list of students on my caseload and identify when each IEP is due. I also note whether it is a reevaluation year, since reevaluations require additional planning and longer timelines.
In our county, reevaluations must be started 120 days in advance, although timelines may differ by district. Knowing this information early helps prevent last-minute stress and missed deadlines.
I also assign a tentative meeting date for each IEP. These dates are always subject to change, but having a potential date helps me visualize my workload and pace my planning. I keep this information organized in a spreadsheet so I can see upcoming IEPs at a glance and adjust as needed throughout the year.
IEP Preparation Checklist
Beginning of the School Year
- Review IEP due dates for all students on caseload
- Identify which students are in a reevaluation year
- Prepare your data collection notebooks for your students
- Add tentative IEP meeting dates to calendar or spreadsheet
- Organize folders (paper or digital) for each student
30 Days Before the IEP Meeting
- Schedule the meeting (sending home invite)
- Ensure data is being collected to support present levels
- Check progress on current goals
- Touch base with related service providers
Starting 2 Weeks Before the IEP, begin to:
- Start the draft IEP
- Add assessment data to assessment area
- Provide Strengths of the student
- Based on the data, add the present levels
- Begin drafting new goals
- Continue evaluating service times and accommodations
- Touch base with related service providers, if needed
Starting the IEP early allows you to work at a steady pace, reducing the likelihood of feeling overwhelmed by having to complete everything in a short amount of time.
Starting 1 Week Before the IEP, begin to:
- Prep the PWN (Prior Written Notice) and Meeting Minutes
- Send a reminder invite to parents
- IEP moving towards completion phase
- Send a meeting reminder to the attendees
- Share the draft proposed IEP with the parent to review
The Day of the Meeting:
- Make sure all materials needed are organized and easily obtainable
- Parent’s Rights Handbook available
- Review and understand the flow of the IEP meeting
By this stage, most preparation should be complete, with only a few final items remaining. This will put you at ease and you will feel prepared and confident for the meeting.
Read more about how to hold a positive and productive IEP meeting. Additional articles will be coming that focus on preparing for reevaluations, referrals, and eligibility meetings.
