IEP Meeting Checklist for Teachers ( Free PDF)

Organizing an annual IEP review and meeting is a critical responsibility for teachers. It ensures that disabled students receive the appropriate support and services to thrive academically and personally. And it’s a lot of work!

This comprehensive checklist is designed to guide you through every step of the process, including additional components for students undergoing their triennial IEP evaluations. Whether you’re a seasoned educator or new to the IEP process, this guide will help you navigate the tasks involved and ensure a successful and productive meeting.

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Checklist for Organizing an Annual IEP Review and Meeting

Pre IEP Meeting Preparation

1. Review Student’s Current IEP
   • Read through the current IEP document.
   • Make notes on areas of progress and areas needing improvement.
2. Initiate Triennial Evaluation Process
   • Send a Prior Written Notice (PWN) to parents to inform them about the upcoming triennial evaluation.
   • Obtain parental consent for the triennial reevaluation.
3. Gather Existing Data and Assessments
   • Collect academic performance data.
   • Obtain progress reports from all relevant teachers and service providers.
   • Review recent assessment results (both formal and informal).
4. Conduct Comprehensive Evaluations
   • Arrange for the necessary evaluations (cognitive, academic, speech/language, occupational therapy, physical therapy, etc.).
   • Ensure all evaluations are completed in a timely manner.
   • Collect input from all team members regarding the student’s current performance and needs.
5. Consult with Specialists
   • Meet with special education teachers, therapists, and any other involved specialists to discuss the student’s progress and needs.
6. Parent Communication
   • Send a meeting invitation to parents at least 10 days in advance.
   • Provide parents with a draft agenda and any data or reports to be discussed.
   • Ask parents if they have any specific concerns or topics they want to address.
7. Schedule Meeting
   • Ensure the availability of all necessary team members (general education teacher, special education teacher, related service providers, etc.).
   • Confirm the meeting date, time, and location with all participants.

During the IEP Meeting

8. Introductions and Agenda Review
   • Introduce all team members.
   • Review the IEP meeting agenda and purpose.
9. Review IEP Evaluation Results
   • Present the results of the triennial evaluations.
   • Discuss how the evaluation results impact the student’s eligibility for special education services.
10. Review Student’s Progress
    • Discuss the student’s progress towards current IEP goals.
    • Share data and observations from various team members.
11. Parental Input
    • Provide parents with an opportunity to share their observations and concerns.
    • Address any specific questions or topics raised by parents.
12. Develop New Goals
    • Based on the student’s progress and current needs, develop new IEP goals.
    • Ensure goals are specific, measurable, achievable, relevant, and time-bound (SMART).
13. Determine Services and Accommodations
    • Discuss necessary special education services and related services.
    • Review and update accommodations and modifications as needed.
14. Plan for Transition Services
    • For students approaching a transition (e.g., moving to a different grade level or preparing for post-secondary life), develop a transition plan.
    • Ensure the plan includes steps for achieving post-secondary goals.

Post IEP Meeting Follow-Up

15. Finalize IEP Document
    • Complete and finalize the IEP document based on meeting discussions.
    • Ensure all team members, including parents, sign the IEP.
16. Distribute Final IEP
    • Provide a copy of the final IEP to parents and all relevant team members.
    • Ensure all service providers have access to the IEP to implement it correctly.
17. Implement IEP
    • Communicate any changes or updates to the student’s plan to all teachers and service providers.
    • Begin implementing the new goals, services, and accommodations according to the date on the IEP.
18. Monitor Progress
    • Regularly collect IEP data on the student’s progress towards IEP goals.
    • Schedule periodic check-ins with parents and team members to discuss ongoing progress and any necessary adjustments.
19. Documentation and Record-Keeping
    • Document all communications with parents and team members.
    • Keep detailed records of the IEP meeting, including meeting minutes and decisions made.