Refer to your EasyIEP manual for details regarding entering an IEP in the computer.  Your diagnostician and other special education teachers in your school can assist you as you learn how to use the EasyIEP system.

Access the state web site for step-by-step instructions to assist you with writing an IEP.  Follow these steps:

1. Go to http://state.tn.us/education/speced/ 
2. TOOLS and RESOURCES
3. Guidebooks and TA Manuals  -  IEP Procedural Manual - gives step-by-step explanations for each section of the IEP

BEFORE the meeting:

• Discuss possible meeting times with parent / general education teacher.  Parents are to be given at least 10 calendar days' notice. The "Invitation to a Meeting" must show 10 days' notice between the day you send it and the date of the meeting.   Do not procrastinate scheduling meetings! If the parent wants to meet earlier than 10 days, he/she must sign the bottom of the "Invitation" waiving his/her right to 10 days' notice.  (It's a good idea to ask the parent if there is a particular general ed. teacher he/she would like to attend.  Also, ask the parent if they have any particular concerns they wish to be addressed at the meeting.  You can document this ahead of time on EasyIEP under the "Parent Concerns" narratives.  This way, their concerns will not be forgotten when meeting time comes.)
• Send home an Invitation to Meeting ( done on computer through Easy IEP ) and a copy of Parent Rights (request Parent Rights from Central Office special ed. - you are only required to give parents a copy of the Rights booklet once a year!).  Document on EasyIEP "Contacts" tab the date/method you sent it to parent. 
• If an outside agency, such as Vocational Rehabilitation, needs to attend the meeting, parent must sign the  CONSENT TO INVITE OUTSIDE AGENCY form before you can notify them.
• Notify the general education teacher/s and principal of the meeting time.   (This can also be documented on EasyIEP "Contacts" tab.)
• Document EVERY attempt to obtain parent participation in the meeting.   EasyIEP provides a "Contacts" tab for you to document contacts.  Be sure to file a copy of any other written communication (emails, handwritten letters, etc.) in the student's special education notebook. 
• Obtain present levels of performance (PLOP).   Acceptable data example include the following:
  • Pre-Vocational or Secondary Vocational Checklist - Vocational skills must be addressed in every IEP under the PRESENT LEVELS OF PERFORMANCE .  Request these forms from Central Office special ed. (If all skills are age-appropriate, you still must document this in the PLOP section.)
  • Refer to WIAT-II & Other Present Levels of Performance for further details.  You do not need to do a WIAT-II every year!  THE POINT IS TO ESTABLISH A STARTING POINT FOR EACH AREA OF NEED SO YOU CAN MEASURE/IDENTIFY PROGRESS AT THE END OF THE IEP YEAR.
  • Remember that every exceptional area noted in the Present Levels of Performance MUST have a corresponding goal sheet!
• Enter as much data as possible on EasyIEP, create a draft and print a copy to take to the meeting.  (It is also a good idea to have a Prior Written Notice form and a copy of parent rights booklet to take with you to the meeting.)
• If the student receives speech, OT, or PT, you need to contact the therapist regarding the meeting date.  The therapists will enter their own goals/objectives once you have begun the draft IEP.  They may attend the meeting, but it is not mandatory.  They should provide you with any input they want you to share in the meeting.
• REMINDER:  Be sure to include an annual goal that addresses TRUANCY if the student has attendance issues!
• TROUBLESHOOTING: 
  • PRE-VOCATIONAL skills must be addressed on PRESENT LEVELS OF PERFORMANCE.  If exceptional, there must be an annual goal and objectives for Pre-vocational skills.
  • Every assessed area that is determined exceptional must have a corresponding annual goal /objectives.
  • If the student is going to turn 14 within the year of the IEP, you must check TRANSITION box on Invitation to Meeting and address transition tab in EIEP.
    

DURING the meeting:

• IEP Team must include the following: 
  • Parent (if parent says they cannot attend, be sure you have thoroughly documented all attempts to enlist participation)
  • LEA (can be principal, assistant principal, other person your school has designated to fill in as LEA, spec. ed. diagnostician)
  • Special education teacher
  • General education teacher (if student has no general education teacher, a teacher who works with students his/her age can attend)
  • Student (if he/she is going to turn 14 within the life of the IEP.)
  • For students under supervision of DCS, see note at end of this section.
• Go over every aspect of the IEP.  Write any changes, etc. on the copy you printed.
• All who attend need to sign the signature page.
• Make a copy of the IEP draft with the handwritten changes made at the meeting for parent to take home.  Ask the parents if they want you to send them a copy of the final IEP after you've made the changes/updates on Easy IEP discussed at the meeting.
• If there is going to be any change in placement, hours, teacher, etc., fill out a  Prior Written Notice  (done through Easy IEP documents) indicating the change at the meeting and make a copy for parent.
• If any discussion takes place that requires more in-depth explanation, you may fill out a CONFERENCE FORM documenting what was discussed and have meeting participants sign.  Be sure to make a copy for parent.  You DO NOT have to do a Conference Form at every IEP meeting.

AFTER the meeting:

• Make corrections on EasyIEP and create FINAL.  (The date will not change on your census list until you create the final IEP, even if you have a draft.  A stop sign will show up if you do not create a final!)  You DO NOT have to print a copy of the final IEP unless the parent wanted one.  You may file the draft you used at the IEP meeting in the student's special education notebook.
• Send copy of final IEP to parent, if one was requested and document date/method it was sent.
• Create an IEP-at-a-Glance and give a copy to each of the student's general education teachers.  Be sure to have them sign the IEP on the signature page under the section "Documentation of IEP Review by Other Teachers not in Attendance".

REGARDING STUDENTS UNDER SUPERVISION OF DCS (Dept. of Children's Services):

Biological parents of foster children must also be invited to IEP meetings.  Often the child's DCS case manager will commit to contacting and inviting the parent.  When this is the case, fax/send a copy of the "Invitation" to the case manager and document that the case manager will be forwarding it to the biological parent.  Be sure to document the date you send the "Invitation" and the date you spoke to the case manager.  Keep any copies of emails or other written communication with DCS in order to verify your attempts to enlist parental participation.

Foster parents need to attend the IEP meeting, but they do not sign on the parent line unless they have been trained as a surrogate AND the child has been deemed a "ward of the state" (DCS has been appointed as guardian).  The DCS case manager can provide you with this information; however, if in doubt, contact a special ed. supervisor.

DCS Case manager also needs to attend the IEP meetings.  The case manager needs to sign the IEP but CANNOT sign as parent.  Usually, when DCS is involved, you will need to provide 3 copies of the completed IEP - two for case manager (he/she will be responsible for getting a copy to the parent) and one for the foster parent.

Updated 2/9/2008