Annual Review



Annual Review Process

Forms needed:

• IEP Excent Version, Sections 1-10

o Notifications / Responses (1st; 2nd;)

o Anticipated Annual Review Date MUST be Within 1 Year of Annual Review Meeting Date, minus 1 day ….. Not 1 Year From Expiration of the IEP

o EXAMPLE for SPRING IEPS and August Implementation Dates:

|Type of IEP |[pic] | | |

| |[pic] | | |

| | | | |

|Date of IEP meeting |04/16/2014 |Anticipated Date of Annual Review |04/15/2015 |

| |[pic] | |[pic] |

| | | | |

|IEP Initiation Date |08/18/2014 |IEP Ending Date |05/29/2015 |

| | | |[pic] |

| | | | |

|Last Eval/Review Date |01/08/2012 |Anticipated date of 3 year Reevaluation |01/08/2015 |

| |[pic] | |[pic] |

| | | | |

o Goals Only – Connect to Present Levels and Service Time on the IEP

o ESY Review

o If reeval review completed at time of annual review Excent permission to Re-evaluate required even if there is NO additional testing

• EXCENT Medicaid Permission/ Medicaid Notification Letters

(ONLY for current Speech, OT, PT, Psych Testing)

• SPE 1 General Ed Teachers – Student Strength and Weakness Log

• SPE 20R Monitoring Checklist – must be verified by another Sped Teacher

• SPE 21R Minutes ( Prior Written Notice – statement of meeting outcome)

• SPE 24R Multi-Team Report ( if changes to the Primary Disability)

• SPE 25 IEP Checklist

• SPE 26a Status Sheet – for Sped Office/ Reporting Purposes (if any changes)

• SPE 28 RATE Alternative Credential Agreement (if applies)

• SPE 31 Referral for Speech language Evaluation/Treatment (Speech)

• SPE 40 Speech Medicaid Evaluation Report

• SPE 50-2 OHI/ OH Medical Permission ( If applies fro Re-eval)

• SPE 77-0 Re-eval Review - Gen Ed Teacher Comment Sheets

• SPE 77-1 Re-eval Review (if applies)

• SPE 80 Transfer of Rights ( age 18 +)

• SPE 96 Transition / Outside Agency Notification – Parent Consent to Invite

• Transition NSTAC 8 Question Checklist for Indicator 13 for ages 13+

Red File Copied Forms needed: (Generated from RTI Packet; should already be in Red File …..verify school file. Contact Special Services Secretary if documents missing)

• Excent IEPs The previous 2 years IEPs are kept in the Red Folder. Shred older versions

• EXCENT Medicaid Permission Letter and Medicaid Notification Letter

• SPE 8 Biographical, Environmental, Social-Cultural Data

• SPE 9 Parent Consent to Use Previously Completed Evaluations

• SPE 22 or Excent Parental Consent for Placement

• SPE 31 Referral for Speech language Evaluation/Treatment (Speech)

• SPE 40 Speech Medicaid Evaluation Report

• SPE 56 Determination of Need

• SPE 67 Release Authorization for Records and Permission to

Communicate

• SPE 71 Observations * and Anecdotal Records

• SPE 77-1,2 Re-evaluation Review Forms

• Psychological Report (s)

*Psychologists will specify type and number of observations and anecdotal records needed.

*NEVER CHANGE THE ANNUAL REVIEW DATE OR THE RE-EVALUATION DATE USING THE SPE 37

Procedures / Case Manager’s Responsibilities:

1. Present Levels of Performance Section II of IEP:

Academic: Begin with strengths and move into weaknesses. Use MAP ( Measured Academic Progress) testing results, along with curriculum based measures (LLI and other Progress Monitoring tools), PACT/HSAP and other district tests to develop Present Levels of Performance. Also use that data to determine the student’s progress toward meeting current IEP goals. Be sure to include statements in the findings section, not just scores; grade level equivalents, etc. Report card grades are also a good measure relating to the general curriculum, for Resource / Itinerant students. Lower age/functioning students should be given a Brigance or PIAT.

Link the areas of weakness directly to the Goal Statements in Section IV and Services in Section V and the Quarterly Progress Reports.

Functional: Begin with strengths and move into weaknesses. Note Adaptive Skills, Behavioral Concerns, Sensory Issues, Articulation and /or Language. Use data from BIP, Checklists, Progress Monitoring.

2. Schedule the meeting at a mutually agreed upon date/time; send Notifications, and Procedural Safeguards to parents, notifying them of the Annual Review Meeting. If parent is unresponsive to 3 attempts to schedule Annual Review Mtg, schedule anyway and mail BOTH notifications. If it is ALSO time for the 3 year Re-evaluation Review, include the appropriate notification and documentation. DO NOT go beyond 363 days for the Annual Review Meeting.

3. Notify IEP Team: gen. ed. teacher(s), guidance (if ED or + 14), special ed teacher, speech (as needed), and LEA representative (administrator, district representative, additional special educator, personnel with administration certificate). Invite outside agencies for Transition purposes, using the SPE 96. Send Meeting Notification via email attachment to team members.

4. Send second notification of the meeting to parents 3 DAYS prior to the scheduled meeting. OPTIONAL: send a DRAFT IEP to parent with invitation to preview before meeting.

5. Complete SPE-20, IEP Peer Monitoring Checklist, as a review before the IEP meeting.

6. Validate the IEP in Excent to make sure all forms are completed.

7. Conduct the meeting. Select a scribe to take the Minutes /PWN (SPE-21). Case Manager completes the Prior Written Notice questions, prior to signing the Minutes. Read the Minutes aloud prior to signing. Have committee members sign the IEP and Minutes. Make 3 copies, one for parents, one for the Case Manager and one for the school Red Folder. Send the original to the Special Ed Services.

8. Complete the ESY Review Form during the meeting. Answer questions as a team. If there is Insufficient Data to make a decision, indicate on the form the IEP Team will meet at a later date to make that determination. Include the ESY form with the IEP Packet.

9. If the parent cancels the meeting, you must re-schedule.

10. If the parent does not make contact to cancel and not does attend, conduct the meeting and send a copy of the IEP.

11. Mark IEP “COMPLETE” in Excent to finalize process.

12. Bring Packet: All Spring Annual Review IEP and/or Re-eval original paperwork is due before school is out for the summer. Other Annual Review paperwork due within 2 weeks of scheduled meeting date.

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