Paperwork Procedures
Amendment
KSDE Process Handbook:
Between annual IEP reviews, if the parent and school representative agree, changes can be made without an IEP team
meeting, by amending the IEP rather than by rewriting the entire IEP. School districts are encouraged to develop and
implement a policy indicating who has the authority to amend the IEP without a meeting.
In amending a child’s IEP, the parent of a child with an exceptionality and the school representative may agree not to
convene an IEP team meeting for the purpose of making those changes, and instead may develop a written document to
amend or modify the child’s current IEP. There are no restrictions on the types of changes that may be made, so long as
the parent and the school representative agree to make the changes without an IEP team meeting. If changes are made to
the child’s IEP without a meeting, the school must ensure that the child’s IEP team is informed of those changes. Upon
request, the parent must be provided with a revised copy of the IEP with the amendments incorporated.
Even when using the IEP amendment process, the school must provide Prior Written Notice of any changes in the IEP. If
the changes in the IEP constitute a substantial change in placement or a material change in services, the school must
request parent consent to implement the change.
Specific day-to-day adjustments in instructional methods and approaches that are made by either a general or special
education teacher to assist a child with an exceptionality to achieve his or her annual goals do not require action by the
child’s IEP team.
A Provider Request for access should be done as follows through the WebKIDSS process. Allow a 1-2
day turnaround, but in most cases the turnaround will be within a few hours. Do not call the TriCounty office.
1. Log in to WebKIDSS,
Choose the Group: Add Students (MIS, Rtrn, New)
Under Business Options select: Enter Data into Forms
Choose Form: Amendment Request (for students with a current IEP)
Updated 9/3/13
Complete ALL fields. IEP date is required to create student, so have an estimated date to provide
on this form. (If this changes, just send Jennifer Palmer a regular email stating IEP date change.)
If there is an unknown field, then enter “n/a”. Then “Email Document” at top of page. This will
automatically email to Jennifer Palmer.
*Note: There are special situations where a student is Entering into Tri-County with an existing
IEP that requires an Amendment. Complete the “Entering/Returning 13-14” form and then
include additional information to inform us that an Amendment will be required ASAP with an
Amendment date and Initiation of Amendment date. You will still create a Teacher Information
Page as quickly as possible, and then send Jennifer an email that you are ready for the
Amendment to be created. These situations are rare and the School Psychologist should be
involved in this process. IF the Amendment date and Enter Date (Entering into district) are the
same date, then only 1 Teacher Information Page is required, the Amendment Teacher
Information Page.
2. Once the current IEP has an Amendment created by Jennifer, the person making the request has
access to an Amendment IEP by going to that student and choosing the current IEP date with an
(a) next to it. The previous IEP is archived.
3. The Provider must offer parents the opportunity to meet.
a. If parents do want a meeting then the process of completing a Notice of Meeting should
occur. Check the appropriate box on the Amendment form.
b. If parents do not want a meeting to review amendment changes then check the appropriate
box in the Amendment form.
4. Contact your School Psychologist so that services can be reviewed and they can complete a
Prior Written Notice for Identification, Initial Services, Educational Placement, Change in
Services, Change of Placement, and Request for Consent. This is a requirement.
5. In WebKIDSS, you will print two items for the Amendment:
Go to Print IEP section on main page
Choose student
Select Print IEP #1 (Teacher Information Page, content of Amended IEP, and Amendment
Form will print.) Teacher Information page is not for parents or team members – it is only for
MIS use and to send to main office.
Copies should be made for the team members, excluding the Teacher Information Page.
6. Signatures are required by the Parent/Legal Education Decision Maker and the District
Representative.
7. Any changes made to the paper copy of the IEP must be updated within the WebKIDSS
system. Make sure all paperwork is copied and given to parent, a copy is left for teacher file, and
all originals are sent to the main office to the MIS clerk within 10 days. IEP will be locked by
main office.
Updated 9/3/13
*Note: If an Entering IEP is not a WebKIDSS IEP and must be amended, the WebKIDSS IEP
template will appear blank. On Amendment Page, state “IEP was accepted from (location of
district) dated (annual IEP date). Amendments to that document are as follows:___” This
statement ensures that the current incoming IEP is documented and amendments are to that
document.
8. Required Paperwork to turn in to main office/MIS:
 Teacher Information Page
 Updated IEP with Amendment (Print IEP #1)
 Notice of Meeting (if required)
 Prior Written Notice for Identification, Initial Services, Educational Placement, Change
in Services, Change of Placement, and Request for Consent
Requires an Amendment
- Change or updating Goals
- Change or updating
Services
- Change or updating
Service Minutes
- Change or updating
Setting of Services
- Change student to an
Alternative Setting
- Change of Transportation
Not an Amendment
Update or completion of
Email jpalmer@tricounty607.com
CDDO page (for students
and ask for the file to be unlocked
under 14)
to update this page. Email her to
lock it back. Send updated form to
parents.
Change of building
Email jpalmer@tricounty607.com
and tell her the student and building
changes. **
Parents change of address (or Email jpalmer@tricounty607.com
other basic demographics)
and ask for the file to be unlocked
to update demographics.
Provider Name
Go to Anticipated Service Chart
and make change.
Clerical Error
Email jpalmer@tricounty607.com
and ask for the file to be unlocked
Transition Information
due to (clerical error; transition info
update). Make changes. Print the
pages changed. Write the following
statement: “The following was
updated due to a clerical error (or
transition info change). The update
does not change service. Parent
provided copy on (date).”
Send copy to parent and to TriCounty Office.
Specific day-to-day adjustments in instructional methods and
approaches that are made by either a general or special education
teacher to assist a child with an exceptionality to achieve his or her
annual goals do not require action by the child’s IEP team.
**Providers should anticipate if a change of provider and/or building will occur within the IEP year.
These should be included in the Teacher Information Page at annual IEP so that this doesn’t occur often.
Updated 9/3/13