Department of Educational Services
IEP List of Tasks for Initial Evaluations
Programming-Placement IEP Team Chairperson
Student: ______________________________
End of 90-day timeline: _____________________
PREPARATION
Who is
responsible
Principal
Chairperson
Task
1.
Distributes the Status of CCIES Initial Referral memo with the names of the participants on the
programming/placement IEP team to the programming-placement IEP team chairperson
2. Inputs information from the memo into the Appointment of Additional IEP Team Participants form
in eIDEA
3. Obtains principal’s signature on the Appointment of Additional IEP Team Participants form
4. Duplicates and distributes Appointment of Additional IEP Team Participants form to other IEP team
participants
5. Reads evaluation report and draft of PLOP in eIDEA
6. Contacts other IEP team participants for possible meeting dates (including interpreter if applicable)
7. Communicates with parent to:
 review the IEP process and foreshadow for the parent his/her role and responsibilities and the roles
and responsibilities of other IEP team participants (use the pamphlet Guiding You Along the Path
of Special Education to structure the review)
 determine with parent whether he/she will need accommodations or assistance in order to attend
and participate in the IEP meeting (e.g., physical accommodations, transportation, child care)
 schedule the meeting
8. Distributes the Invitation to a Meeting of the IEP team form
9. Arranges logistics for the meetings:
 Physical space is comfortable
 Name plates
 Create agenda
 Handouts duplicated (agenda, group norms, IEP forms)
 Chart paper and markers for recording
10. If the chairperson anticipates the need for an extension of the 90-day timeline, completes the
Approval of Extension of Time form and obtains parent signed consent. Immediately forwards
signed consent form to the Educational Services Records Office
Please note: This step must be completed no later than the 70 th day of the 90-day timeline.
DURING THE MEETING
Who is
responsible
Chairperson
Task
11.
12.
13.
14
Provides assistance to parent as needed (e.g., child care)
Makes introductions
Explains purpose of meeting and parental rights (follow steps on the Cover Sheet)
Uses strategies for running effective IEP meetings.
9-17-05
WRAPPING UP THE MEETING/AFTER THE MEETING
Who is
responsible
Chairperson
Principal
(LEA rep)
Task
15. Explains the Determination and Notice of Placement, Consent for Initial Placement form to the
parent.
16. Explains to the parent the difference between the IEP team and implementation team
17. Identifies who will be responsible for implementing the IEP and who will be the main contact
person for the parent. If this information has not been determined, identifies for the parent
when/how he/she will be notified about this information
18. Clarifies:
 when the IEP will be implemented (following consent)
 frequency and methods of communication with parent
19. Enters IEP and placement information in eIDEA
20. Provides parent with Determination and Notice of Placement, Consent for Initial Placement along
with a copy of the completed IEP
 At meeting if IEP is completed using “live” system, or
 After the IEP information has been entered into eIDEA and printed
Please note: This step must be completed no later than the 90 th day of the 90-day timeline (or
the end date of the extended timeline (if applicable)
Chairperson
Records
Office
“Date parent provided with notice of placement” is:
 the date the Notice of Placement form and IEP are handed to the parent, or
 the date they are mailed
21. Finalizes and submits electronically the IEP including the Determination and Notice of Placement,
Consent for Initial Placement in eIDEA to Records Office
22. Obtains parent’s signed consent on Parent/Legal Guardian Consent/Permission for Initial
Placement form. (This may occur after the end of the 90-day timeline.)
23. Submits completed Parent/Legal Guardian Consent/Permission for Initial Placement form to the
Educational Services Records Office
Please note: If the parent fails to respond to the request for consent within 30 days of the
offer of placement, submit a copy of the consent form with a note explaining the parents
failure to respond. DO NOT USE “STOP EVALUATION” IN THE eIDEA SYSTEM.
Selecting “STOP EVALUATION” will permanently delete the IEP from the eIDEA system.
24. Upon receipt of the signed consent form,
 enters the student placement data and assigns services in the student management system
 notifies principal via GroupWise that student is ready to be assigned to staff
Please note: This step will be completed within 1 week of receipt of the signed consent form.
9-17-05