top of page

11 Veteran Teacher Tips for Running Successful IEP Meetings

Updated: Jun 25

If you’re a new teacher facing your first IEP meeting, the advice from seasoned educators is invaluable. Feeling overwhelmed? Don't worry—managing an IEP meeting doesn't have to be stressful. Below, we share 11 exclusive tips that will help you run your next meeting smoothly, along with real-life examples, downloadable tools, and interactive questions to make your preparation process as engaging as it is informative.


Key Takeaways:

  1. Prepare and Organize: Review the student's file and share a clear agenda beforehand to ensure the meeting runs smoothly.

  2. Establish Rules and Stay Respectful: Set ground rules and value everyone's time by starting and ending on schedule.

  3. Foster Inclusive Collaboration: Encourage input from all team members to ensure comprehensive decision-making.

  4. Follow-Up and Reflect: Summarize meeting outcomes and action items, and gather feedback to refine future meetings.

people going to a meeting holding imogi signs

Be Thoroughly Prepared: Dive deep into the student's file before the meeting. For example, I once found a critical piece of information in the file just minutes before a meeting, which significantly altered our educational strategy.

Share an Agenda: Create and distribute a detailed agenda ahead of time. Here’s an agenda template you can use to ensure all topics are prepared for discussion.

Agenda Item

Lead Speaker

Time

Objectives

Opening Remarks and Objectives

[Name]

5 mins

Provide a summary of meeting goals and set expectations.

Review of Student’s Progress

[Special Education Teacher]

15 mins

Assess the effectiveness of current strategies, identify successes and challenges.

Discussion on New Assessments/Data

[School Psychologist]

20 mins

Update the team on recent assessments and their implications.

Proposed Changes to IEP Goals

[Special Education Teacher]

10 mins

Discuss proposed goals, adjust and finalize changes.

Parent/Guardian Concerns and Input

[Parents/Guardians]

15 mins

Listen to family concerns and address any issues.

Closing Remarks and Next Steps

[IEP Coordinator]

10 mins

Summarize next steps and provide clear action items.

Adjournment

N/A

-

-


Set Collaborative Ground Rules: Start by establishing meeting norms. What rules have you found effective in keeping meetings focused? Share in the comments!


Respect Time: Show that you value everyone's time by keeping to the schedule. Consider using a timer app to ensure breaks and sections don't overrun.


Encourage Diverse Input: Make sure everyone's voice is heard. Think about ways to involve more introverted team members—perhaps an anonymous suggestion box before the meeting?


Be Open and Creative: Stay open to new ideas and solutions. Have you encountered a situation where a creative solution came from an unexpected source?


Be Decisive: Stand by the decisions the team makes to build trust and continuity. Check out this decision-making guide to help solidify your resolve

Step

Action

Description

Questions to Ask

1. Establish Context

Review Meeting Goals

Clarify the goals and purpose of the meeting and decision. Ensure everyone is on the same page.

What are the key objectives of the meeting? How will this decision align with those goals?

2. Gather Information

Collect Data and Input

Review student files, assessments, and relevant data. Consider all stakeholder insights.

What relevant data is available to inform this decision? Are all voices being considered?

3. Identify Options

List Potential Solutions

Collaboratively brainstorm possible strategies and solutions to address challenges.

What are the feasible options to meet our objectives? Are there creative alternatives we haven’t explored yet?

4. Evaluate Pros & Cons

Assess Each Option

Discuss the potential benefits and drawbacks of each solution. Identify the best-fit strategies.

What are the pros and cons of each option? How will each option impact the student and their learning outcomes?

5. Make the Decision

Choose the Best Solution

Make a firm decision based on collective insights and rationale. Stand by the team's choice.

Is this option clearly justified? How will we address any concerns that arise later?

6. Plan Execution

Assign Responsibilities

Clearly outline the implementation process, including timelines and assigned tasks.

Who will be responsible for each action item? What is the timeline for execution?

7. Monitor & Reflect

Follow Up & Adjust

Review the decision’s impact after implementation. Adjust as necessary for improvement.

Is the solution achieving the desired outcome? What adjustments could further enhance the results?


Communicate Clearly: Avoid jargon and speak plainly. Do you know the most common educational terms that confuse parents? Here's a cheat sheet.

Term

Definition

Plain Language Explanation

IEP (Individualized Education Program)

A legally binding document outlining special education services for a student

A customized plan created for a student to provide specific help in learning.

FAPE (Free Appropriate Public Education)

Ensures students with disabilities receive necessary education at no cost

Schools must provide the right kind of education for free to students with disabilities.

LRE (Least Restrictive Environment)

Placing students in a setting that allows them to learn alongside peers as much as possible

Making sure students with disabilities spend as much time as possible in regular classrooms.

Accommodation

Changes that help a student learn or demonstrate knowledge without altering the curriculum

Support provided to help students learn, like extra time or reading assistance.

Modification

Changes that modify the learning objectives or requirements of a curriculum

Adjusting what a student needs to learn or the standards they must meet.

504 Plan

A plan that outlines specific accommodations for students with disabilities under Section 504 of the Rehabilitation Act

A plan to support students with disabilities by providing extra help, even if they don't need special education.

Transition Plan

A section of an IEP outlining a student's goals and services needed for life after high school

A roadmap that helps older students prepare for jobs or college after school.

Record Action Items: Clearly note what’s agreed upon for follow-up.

Here's a table that you can use as a simple Action Item Tracker:

Action Item

Assigned To

Due Date

Status

Notes

Example Action 1

Person Responsible

MM/DD/YYYY

Not Started/In Progress/Completed

Any additional details or information on this item.

Example Action 2

Person Responsible

MM/DD/YYYY

Not Started/In Progress/Completed

Any additional details or information on this item.

Example Action 3

Person Responsible

MM/DD/YYYY

Not Started/In Progress/Completed

Any additional details or information on this item.

Example Action 4

Person Responsible

MM/DD/YYYY

Not Started/In Progress/Completed

Any additional details or information on this item.

Provide a Recap: Send a summary email after the meeting. This not only keeps everyone aligned but ensures accountability.

Subject: IEP Meeting Recap - [Student Name], [Date]

Dear [Team Member Names],

Thank you all for attending the IEP meeting for [Student Name] on [Date]. Below is a recap of the main discussion points and agreed-upon actions.

1. Objectives:

  • Review and update IEP goals

  • Discuss recent academic progress and challenges

  • Plan for upcoming assessments

2. Key Decisions:

  • [Goal 1]: [Brief description of decision made]

  • [Goal 2]: [Brief description of decision made]

  • [Additional goals/decisions as needed]

3. Action Items:

  • [Person A]: [Description of action item and deadline]

  • [Person B]: [Description of action item and deadline]

  • [Additional action items as needed]

4. Next Steps:

  • Finalize updated IEP document and distribute it to all team members

  • [Additional next steps or meeting follow-ups]

5. Next Meeting:

  • [Proposed date and time of next IEP meeting]


Please let me know if anything requires clarification or if there are other matters we should address. Your input is crucial for ensuring [Student Name]'s continued success.

Best Regards, [Your Name] [Your Title]


Ask for Feedback: Encourage feedback to continuously improve. How do you usually collect feedback? Consider this quick Feedback Form for efficient responses.

Question

Response Options

Comments

How clear were the objectives of the meeting?

Very clear / Clear / Neutral / Unclear / Very unclear

Optional

How well were your concerns addressed?

Very well / Well / Neutral / Poorly / Very poorly

Optional

How productive was the meeting overall?

Very productive / Productive / Neutral / Unproductive / Very unproductive

Optional

Was enough time allocated for each agenda item?

Yes / No

Optional

What suggestions do you have for improving future meetings?

Open response

N/A


Have you tried any of these strategies in your IEP meetings? Which one do you think could be most impactful in your next meeting? Drop a comment below with your thoughts or any questions you might have!

Armed with these tips and resources, you’re well on your way to leading effective and inclusive IEP meetings. Remember, each meeting is a learning opportunity—not just for the students, but for you as an educator as well.


Comments

Rated 0 out of 5 stars.
No ratings yet

Add a rating

Related Products

No product

bottom of page