No matter how many you have organized before, scheduling IEP meetings can be tricky! With so many schedules to coordinate and so many different things to cover, it is a challenge to make sure that everyone is on the same page.
The tips below will make scheduling IEP meetings a bit easier and help you keep your calendar organized!
Scheduling IEP Meetings
Use Google Calendar
When you’re scheduling IEP meetings, having one common calendar is a huge help. Google Calendar can be used by everyone who needs to attend and makes it easy to see who is available on which days. This makes planning and holding the IEP meeting a lot easier.
Google Forms for the Win
A simple Google Form can make scheduling IEP meetings easier as it narrows down the options for when people are available. It easily records responses and makes it quick to see who is available at which times.
Outlook Calendar
If your school uses Microsoft-related products, Outlook Calendar is a great alternative to Google Calendar. It can be shared and everyone can see when attendees are available.
Have the Secretary Schedule the Meetings
There is no one who knows teachers’ schedules and availability better than the school secretary. If the option to have him or her schedule the meeting is available, ask them to take on the task. Some may create Google spreadsheets or Google Forms for easy input, while others may simply decide which date and time to hold the meeting based on the team’s availability.
Things to Keep in Mind When Scheduling IEP Meetings
Not only is it important to make sure that other staff members are able to attend the IEP meeting, but there are other things to consider. Here are a few:
Parents’ Availability
While it might be ideal to hold the IEP meeting when staff members want, it’s vital to make sure that the time is one that the parents can attend. One suggestion is to send home a choice of three days and times 6 weeks ahead of time and ask the parents to respond with their preferred meeting time. This makes their attendance a priority and shows that you are thinking of and considering them part of the team.
While they picked the date, it’s also a good idea to send home a reminder note a week before, as well as, two days before the actual meeting.
Student’s Best Time
If your student is going to be attending the IEP meeting, try to schedule it for a time of day where he or she is usually doing well. For example, if you know that the child consistently struggles after lunch, that might not be the best time to schedule an IEP meeting. Not only will it upset the student and parents, but it will be challenging for you and the rest of the team.
Set your student up for success and have the IEP meeting scheduled for a time when the student thrives.
Time Needed
While most IEP meetings have a set amount of time allotted to them, make sure that if you have a meeting that will need a little bit of extra time, you allow for that in the schedule. It will make things less stressful and hurried and ensure that the parents and students feel heard.
Scheduling IEP meetings can be tricky, but when everyone is on the same page, it is not as challenging. Coordinate scheduling, be mindful of the family’s availability, and set everyone up for success by scheduling it for a time when the child is at their best.
Writing the IEP is only one part of managing it. The Intentional IEP System helps special education teachers manage the work before, during, and after the meeting—from baselines and goals to timelines, implementation, progress monitoring, and everything in between. Instead of piecing together another resource every time something comes up, you’ll have one educator-led system designed to help you know what to do, have what you need, and know what’s next. See how The Intentional IEP System works →