Core Administrative Activity 6D

Summary
As a former case manager, I did not only attend the individual education program (IEP)
meetings but was responsible for all of the preparation before the meeting and the processes at
the conclusion of the meeting. The art of conducting an IEP meeting is a process that requires all
parties involved to pay close attention to detail because the IEP is a legally binding document.
The administrator of the building is not involved in the majority of the processes, but should
always be informed of any information that could lead to a due process hearing as well as if any
decision could cost the school system additional money. The IEP meeting that is summarized
below was an annual review on May 20, 2015.
Prior to an IEP meeting, the IEP case manager has to review the entire IEP and input
current data on the student to update levels of performance. This IEP specifies who can collect
the data, typically this includes case manager, the general education teacher, and instructional
assistants. The case manager must review the IEP to determine what changes should be
proposed for the upcoming meeting as well as updating instructional goals. The next step is to
generate the meeting invitation, which must be sent at least ten (10) days prior to the meeting. It
is critical to receive and review the signed meeting invitation as soon as possible. When
reviewing the invitation, the case manager should check to see if the parents have requested for
any additional parties to be included. If they request for additional parties to be included, the
administrator should be immediately informed so that proper school district representation can be
invited to the meeting. A draft of the IEP is also sent to the parents five (5) days prior to the
meeting.
At the IEP meeting, the school system specifies how the meeting should be run and
includes a guide so that all necessary items are addressed. During the meeting, the administrator
is expected to take an active role. The parents in this specific meeting were demanding one (1)
to one (1) aid services that would have cost the school system additional money. The school
system does not budget to spend thousands of dollars per year to provide an aid to all special
education students. Typically, only those who are severely disabled, physically or mentally, are
provided an aid. The administrator in this meeting had to demonstrate how the school could
meet the students needs without providing an aid to the student. The parents were willing to try
the administrators proposed plan and were given the option to meet again if necessary.
The meeting was treated with respect and care. It is a professional environment in which
all discussion is focused upon improving the individual education of the student in focus. During
the process, the school staff carefully demonstrates how they are meeting the needs of the student
and how the student is making progress. The more positive the staff members are about the
student, the better the attitude of the parents to focus on improving the education of the student.
Even when addressing the discrepancies of the student, the manner in which the issues are
addressed can have a great impact.
After the IEP meeting, all areas of the online IEP writer must be completed and the IEP
will then be closed. No additional corrections or changes can be made once the IEP is closed
without completing an amendment or opening a new IEP. Copies of the IEP are placed in the
students IEP folder as well as sent home to the parents. It is the responsibility of the case
manager to insure that all papers are properly deposited.

Reflection
The IEP process is a very delicate process that requires great attention to detail and a
shared focus. The focus of all parties involved in the IEP meeting should be to improve the
education of the individual student. This seems to be a simple mission, but the thoughts and
desires of each party within the meeting can vary. For meetings where the parents have been
disgruntled or making requests, the IEP team should informally meet prior to the meeting to
unify their beliefs and discuss all options. Traditionally the administrator will discuss the
possible ways to meet the students needs without costing the school system any extra money.
For the majority of students, the school is able to meet their needs. For the students that the
school cannot meet the needs, district programming should be reviewed and proper
representation invited to the meeting. This option typically creates anxiety for the parents so it
could be presented at a current meeting and another meeting could be scheduled.
Once the staff members create a unified front, the parents are invited in so the meeting
can begin. The IEP meeting lasted for approximately two (2) hours in which all portions of the
IEP were reviewed and updated. The preparation and post meeting paperwork last
approximately fifteen (15) hours per meeting as well as auditing the IEP file to guarantee the
compliance of the records.
The role of the administrator is minimal but critical in the IEP process. The
administrator is considered the IEP Team Chairperson so they are the first person to be held
responsible for any infractions or complications with the school system. If the result of a
meeting is that a student will be placed in a private separate day school, all other options should
have been explored prior to spending forty-four thousand (44,000) dollars. Once the
administrator receives a reprimand for errors within the IEP document or the process, the
administrator must evaluate the current processes to avoid any complications in the future.