Scheduling a Meeting

There are two ways to schedule an IEP team meeting for a student:

1. Meetings Page – Clicking the Schedule an IEP  Meeting button 
2. Notice of IEP Team Meeting form – Completing the form.

SCHEDULE A MEETING FOR THIS CASE

Locate  a student's case and then select the Meetings button to navigate to the Meetings page.   Click Schedule and IEP Team Meeting button to display the Schedule an IEP Team Meeting page.

When scheduling a new IEP team meeting through the Schedule an IEP Team Meeting page, complete the requested information, including selecting the team members that are to be included in the meeting.  If the team member is not listed, then team members can be added using the Add Team Member button.  When adding team members, enter the appropriate information and then click the Save button. The name will appear on the Team Member list and can be added to the meeting.  Once all information is entered click the Save button, the meeting will appear on the Meetings page at both the Caseload and Student levels.

Printer icons are displayed next to each meeting to easliy print the Notice of Individualized Education Program (IEP) Team Meeting form.  Clicking the appropriate printer icons will display the Notice of Individualized Education Program (IEP) Team Meeting with all information for that specific meeting.

NOTICE OF INDIVIDUALIZED EDUCATION PROGRAM (IEP) FORM

Another way to schedule a meeting is to use the Notice of Individualized Education Program (IEP) Team Meeting form located in the Forms and Logs section. This form utilizes the Schedule an IEP Team Meeting page.  Complete the requested information, including selecting the team members that are to be included in the meeting.  If the team member is not listed, then team members can be added using the Add Team Member button.  When adding team members, enter the appropriate information and then click the Save button. The name will appear on the Team Member list and can be added to the meeting.  Once all information is entered click the Save button.  The meeting will appear on the Meetings page at both the Caseload and Student levels and in the Forms section as a completed form.

Viewing and Editing Scheduled Meetings

After a meeting has been scheduled, it will appear on the Meetings page, and a completed Notice of of Individualized Education (IEP) Team Meeting form will be listed in the Forms section.  Once the meeting has been selected, the IEP Team Meeting page with all the details will be displayed.  On this page the user can edit the information regarding the scheduled meeting, record and print notes regarding the meeting, send an email to team members and record their attendance responses. 

EDIT - The user can edit information regarding the scheduled meeting by selecting the Edit Meeting button. The Schedule an IEP Team Meeting page will appear with all the information for the specific meeting.  The user can make changes and click the Save button, or cancel if no changes are to be made.

NOTIFICATIONS - The user can send notifications to team members by selecting the Send Notifications button.  Team and Notifications screen will appear. Determine who you want to notify. Select individual members or select the Check All link to notify all team members. After making your selections, select the Notify Checked link.

NOTES AND DECISIONS - The user can record notes regarding the scheduled IEP meeting by clicking the Edit button.   Document the purpose of the meeting, record any notes, and select the team members who attended the meeting.  Select Save button.  Information entered in the Notes and Decisions section can be printed by clicking the Print button.  

Determine if you want to notify team members either by e-mail or by letter.

Contact By E-mail:  The Subject and message will be prefilled with information from the meeting.  This can be edited or deleted.  Once all changes are made, and click on the Send button. The message will be sent to those who have an email address specified.

RECORDING A RESPONSE - After team members have been notified, their responses can be recorded by returning to the Notifications screen and selecting the Record Response link on the Team and Notifications screen. This link will only be available if the team member has been notified through the Notify Team Member function.

PRINT - Choosing the PRINT button to the right of the student's name and meeting information, will produce a copy of the notes document created through Notes and Decisions.

Viewing Past Meeting Information

To view details of past meetings for the selected student, select the appropriate date range and click the Apply button. Your screen will populate with a list of IEP meetings that have already occurred in the current school year or the previous year.  Click on the Meeting Date to view the details of the IEP Team Meeting.  This includes any information in the Notes and Decision section, a list of attendees, Parent Contact and Parent Response logs.