Dr. David Stewart, State Superintendent of Schools
Building 6, 1900 Kanawha Blvd. E.
Charleston, West Virginia 25305-0330
Phone: 304-558-2681
Fax: 304-558-0048
http://wvde.state.wv.us
October 17, 2003
Ed West
Regional Advocate
WV Advocates
851 Rock Run Road
Friendly, WV 26146
Letter of Clarification: FY 04-02
Meetings and Written Notice
Dear Mr. West:
The West Virginia Department of Education, Office of Special Education (OSE), has
received your request for clarification regarding IEP team meetings versus informal meetings
with parents and the related meeting notification and documentation. Your specific inquiry and
the response of the OSE follows.
Inquiry: I have a request for clarification regarding IEP meetings versus informal conferences
with parents and related meeting notification and documentation.
Response:
Policy 2419: Regulations for the Education of Exceptional Students, Section 8.1.7, requires that
parents of a student with a disability are afforded an opportunity to participate in meetings with
respect to the identification, evaluation, educational placement and the provision of a free
appropriate public education to the student by providing written notice that includes: a) the
purpose, time and location of the meeting; b) who will be in attendance; c) an explanation that at
the discretion of the public agency or parent other individuals who have knowledge or special
expertise regarding the student can attend the meeting; and d) a full explanation of the parents’
procedural safeguards.
The Individuals with Disabilities Education Act, Section 300.501(b) further clarifies that a
meeting does not include informal or unscheduled conversations involving public agency
personnel and conversations on issues such as teaching methodology, lesson plans, or
coordination of service provision if those issues are not addressed in the child’s IEP. A meeting
also does not include preparatory activities that public agency personnel engage in to develop a
proposal or response to a parent proposal that will be discussed at a later meeting. Therefore, the
public agency would not be required to provide written notice to the parent for these types of
meetings.
Ed West
October 14, 2003
Page 2
I trust this information is helpful to you. If you have questions or need additional
information, please contact Lorraine Ciambotti, Coordinator, OSE, or me at (304) 558-2696
(V/TDD).
Sincerely,
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Dee Braley, Ed.D
Executive Director
Office of Special Education