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Annual Review IEP Procedures
Date Completed
______Review Caseload and due dates. At least one month before the IEP annual review is due, begin scheduling IEP
meetings.
______Schedule Meeting - Call parent to schedule a meeting date and time, and also notify all other IEP team members
(SLPs, related services, reg. ed teachers, LEAs, etc) to make sure they can attend at the scheduled date and time.
______Add annual review evaluation in Clarity if not already started
______Generate Notice of IEP Meeting in Clarity and submit final copy in Clarity. Include all participants and
be sure to check all appropriate areas that will be addressed at the meeting (IEP review, eligibility, transition
services, etc).
______Send the Written Notice of IEP meeting to parent and all IEP participants including secondary and related service
providers, regular ed teachers, etc.
______Eligibility Due – If eligibility is due within the next twelve months or by the end of the next school year that the IEP
covers, be sure to complete and gather all data and forms to address the DOR at the meeting. (observations, hearing and
vision, etc)
______Send input form to parents and teachers to gather input for the draft IEP and the meeting
______Prepare draft IEP in Clarity using data from last IEP progress reports, current data from progress monitoring/data
notebook, teacher/parent input, class and report card grades, class and standardized testing, etc.
______Reserve meeting room/location
______Send reminder notice or call to remind parent and all other IEP team members of the meeting date, time, and
location
______Have peer or ISC or compliance specialist review draft IEP prior to meeting if possible
______Refer to IEP meeting procedures for step by step procedures to follow during the IEP meeting.
______Create Agenda for the meeting, if needed - copy and give out at the meeting to keep the meeting on track
______Hold meeting with draft copies available along with parental rights and any other needed consideration forms or
resource documents. Bring your data collection notebooks.
______Give copy of draft IEP to parents and explain final copy will be sent to the parent once all changes are made
______Implement the IEP on the begin date – notify all service providers
______Give out accommodations, BIPs, etc to appropriate personnel that have a need to know basis (teacher,
paraprofessionals, nurses, bus drivers, cafeteria workers, media specialist, administration, etc)
______Make changes and finalize the IEP in Clarity – resubmit as a final copy with any changes made during the IEP
meeting
______Have peer review the IEP – make suggested changes based on peer review within 5 days of the meeting
______Have ISC review the IEP – make suggested changes based on peer review within 5 days of the meeting
______Set the IEP to current in Clarity within 10 days of the meeting. If your ISC does this, contact your ISC.
______Set the evaluation status to completed in Clarity. If the ISC does this in your school, contact ISC.
______Email completed compliance review form to your consultant for review
______Print or email data collection form (FTE form) in Clarity and submit to Vickie Shepherd within 5 days of meeting.
This includes IEP changes, initial placements, reevaluations, dismissals, withdrawals, change of eligibility or placement,
etc. It is important that changes, especially dismissals, are reported asap to Vickie Shepherd for state reporting.
______Make final changes to the IEP once consultant or compliance specialist review is received. Set the IEP back to in-
development in Clarity and make the necessary changes. Re-submit the final IEP in Clarity.
______Set the IEP back to current Clarity once final changes are made and set evaluation status as completed.
______Send final copy of the IEP and any other necessary documents home to the parent.
______Send any original copies that are not in Clarity to Renea Walton or Cindy Dingler - preschool (signed
invitation/notice, DORs, preschool forms, etc)
Coweta County Special Education Department
Revised: January 2011