Running an Effective IEP Meeting Effective IEP meetings

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Running an Effective IEP Meeting

Running an Effective IEP Meeting

Effective IEP meetings �Legal �Collaborative �Promote �Efficient student progress

Effective IEP meetings �Legal �Collaborative �Promote �Efficient student progress

RUNNING EFFECTIVE IEP’s � � � �

RUNNING EFFECTIVE IEP’s � � � �

PRE-PLANNING

PRE-PLANNING

Pre-planning Effective IEP’s �Start early enough �Provide prep time for all team members �Successful

Pre-planning Effective IEP’s �Start early enough �Provide prep time for all team members �Successful meetings include all members are fully prepared

Pre-planning Effective IEP’s �Date �Location �Verify with parent ◦ Start time ◦ End time

Pre-planning Effective IEP’s �Date �Location �Verify with parent ◦ Start time ◦ End time ◦ Purpose of meeting �Coordinate the time and location with the required team members. �Legal requirements on who attends

Pre-planning Effective IEP’s �Students should be encouraged to attend their IEP meeting. �Students -10

Pre-planning Effective IEP’s �Students should be encouraged to attend their IEP meeting. �Students -10 th grade or age 15 and above should be invited to the meeting. �Send a notice of the meeting to all IEP team members �Enclose the parent’s rights with the meeting notice for the parent.

Pre-planning Effective IEP’s �Begin to compile data for developing the present levels of performance.

Pre-planning Effective IEP’s �Begin to compile data for developing the present levels of performance. �Prepare statements on the strengths of the student as well as concerns that need to be addressed.

BEFORE THE MEETING

BEFORE THE MEETING

Before the meeting - concierge

Before the meeting - concierge

Before the meeting - concierge Location �The physical set up of the room can

Before the meeting - concierge Location �The physical set up of the room can lend to a positive and effective IEP meeting. �A room free from outside distractions. �Ample room for all team members to sit and space to take notes.

Before the meeting - concierge �Alert office personnel to expect parents and make them

Before the meeting - concierge �Alert office personnel to expect parents and make them feel welcome �Team member meet the parent in the office and escort them to the meeting room. �Consider waiting until the parent arrives before all team members enter the meeting room.

Before the meeting - concierge �Consider providing water or beverages if the meeting will

Before the meeting - concierge �Consider providing water or beverages if the meeting will run over an hour. �Hold phone calls. �Have pencils, paper, and copies of reports available for all team members. �Name badges and tent cards �Best practice all participants participate for the entire meeting ◦ Strategies if this can’t happen.

Before the meeting - concierge �Set the tone �Remind team of the purpose of

Before the meeting - concierge �Set the tone �Remind team of the purpose of the meeting. �Reviewing the IEP Meeting Agenda �Ground Rules for IEP Meetings.

IEP AGENDA

IEP AGENDA

IEP Agenda �Welcome �Introductions �Explain the purpose of the meeting and the expected outcome(s).

IEP Agenda �Welcome �Introductions �Explain the purpose of the meeting and the expected outcome(s). �Share the time parameters set aside for the meeting. ◦ Remind the team that if all agenda items are not addressed, another meeting will be held �Meeting Excusals

IEP Agenda �Explain the standard for decision making, consensus. ◦ Consensus means that the

IEP Agenda �Explain the standard for decision making, consensus. ◦ Consensus means that the IEP team works together to develop an IEP that all can agree or at least, “can live with. ” �Provide parents a copies (and explain if needed) ◦ Procedural Safeguards, ◦ CAC and ◦ ADR information. �Ground rules

Sample agenda

Sample agenda

MEETING ETIQUETTE AND GROUND RULES

MEETING ETIQUETTE AND GROUND RULES

Meeting Etiquette and Ground Rules �Remain child-focused and childcentered. �Remain “in the moment”: Turn

Meeting Etiquette and Ground Rules �Remain child-focused and childcentered. �Remain “in the moment”: Turn off/mute all devices. �Be an active listener and participant.

Meeting Etiquette and Ground Rules �Follow the agenda. �Record any “non-IEP” concerns or out

Meeting Etiquette and Ground Rules �Follow the agenda. �Record any “non-IEP” concerns or out of sequence IEP items in the “Parking Lot” as they are brought up and return to the agenda. ◦ Determine at the end of the meeting to whom the concerns need to be directed. �Acknowledge all team members as valuable participants.

Meeting Etiquette and Ground Rules �Demonstrate reciprocal respect toward team members and their views.

Meeting Etiquette and Ground Rules �Demonstrate reciprocal respect toward team members and their views.

Meeting Etiquette and Ground Rules �Remember: We determine APPROPRIATE programs, supports, and services.

Meeting Etiquette and Ground Rules �Remember: We determine APPROPRIATE programs, supports, and services.

Sample of ground rules…

Sample of ground rules…

ROLES AND RESPONSIBILITIES

ROLES AND RESPONSIBILITIES

Role: Meeting Facilitator �Be open and encouraging. �Serve as a catalyst by posing questions.

Role: Meeting Facilitator �Be open and encouraging. �Serve as a catalyst by posing questions. �Maintain harmony; remind participants of shared goals and appropriate meeting behaviors. �Don’t ramble. �Don’t control or dominate the discussion. �Use and elicit “WE” behaviors. �Exercise follow-up questions. �If consensus can’t be reached on an issue, discuss follow-up options.

Role: Meeting Participant �Decide to make the meeting worthwhile. �Exercise appropriate meeting behavior. �Don’t

Role: Meeting Participant �Decide to make the meeting worthwhile. �Exercise appropriate meeting behavior. �Don’t ramble; stay on topic. �Study the agenda; assemble your information to share. Don’t wing it. �Practice listening skills; don’t engage in side-bar discussions. �Demonstrate a “WE” attitude. �Suggest closure for items that aren’t resolved within allotted time.

DON’T GET STUCK IN THE MUD

DON’T GET STUCK IN THE MUD

Don’t get stuck in the mud �Remember, everyone wants to be heard. �Stay calm.

Don’t get stuck in the mud �Remember, everyone wants to be heard. �Stay calm. Don’t be defensive. �Watch body language and voice tone. Sandwich problematic issues with positive statements. Disgruntled parents walk away upset because of poor communication. �Do not take complaints personally. Stay focused.

Don’t get stuck in the mud �Adjourn the meeting if it becomes nonproductive and

Don’t get stuck in the mud �Adjourn the meeting if it becomes nonproductive and reconvene at a later date. �Maintain an exceptional tracking system that will assist you in meeting due process timelines and progress on goals and objectives. It’s easier to defend the student’s program when there is data to support the school districts position. �Remember parents do not have the right to demand the type of curriculum used with the student. �The assignment of teaching or paraprofessional staff that works with the student is a school district decision.

Running Effective IEP’s.

Running Effective IEP’s.

10 Things that can slow a meeting down 1. 2. 3. 4. 5. Do

10 Things that can slow a meeting down 1. 2. 3. 4. 5. Do not start the meeting late. Do not interrupt. Do not come in and out of the meeting. Do not have side-bar conversations. Do not arrive late.

10 Things that can slow a meeting down Do not make sarcastic comments. 7.

10 Things that can slow a meeting down Do not make sarcastic comments. 7. Don’t leave the meeting to get items you forgot to bring. 8. Don’t let unanticipated issues sidetrack you from the agenda; record them as “issues to resolve later” and return to the agenda. 9. Don’t “birdwalk”: stay on topic! 10. Don’t dominate the conversation. 6.

CROSSING THE FINISH LINE

CROSSING THE FINISH LINE

Ending the meeting �Give consideration to all the parent requests; however, make recommendations based

Ending the meeting �Give consideration to all the parent requests; however, make recommendations based on data and professional expertise. �Recap the services being offered any changes that are being recommended. �Read IEP Meeting Notes aloud and make corrections as appropriate �Give parents a copy. �Encourage the parent to review the IEP upon receiving it and call if they have any questions. �Thank the parents and team members for coming in and taking the time meet.

After the meeting �Distribute the IEP for those without SEIS access �Share information… �Train

After the meeting �Distribute the IEP for those without SEIS access �Share information… �Train all appropriate people that will be implementing the IEP.