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The IEP meeting minutes are the written notes summarizing the decisions and decision-making process of the IEP team and IEP team meeting. It is important to note that IDEIA 2004 does not reference meeting minutes, meeting notes, deliberation notes, or deliberations summaries (from here on called Meeting Minutes). Thus, rules and regulations about meeting minutes do not exist.
However, if the IEP team writes notes summarizing the meeting or decisions made within the meeting, the notes become an official part of your child?s record. Rules regarding confidential records would apply.
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Some states have rules regarding meeting minutes. For example, in Texas (?89.1050 e.), the Commissioner?s Rules define the deliberations as: The written report of the Admission, Review, and Dismissal (ARD) Committee shall document the decisions of the committee with respect to issues discussed at the meeting. The Commissioner?s Rules also indicate that the report shall include the date, names, positions, and signatures of the members participating in each meeting. The report shall also indicate each member?s agreement or disagreement with the committee?s decisions.
New Mexico State Department of Education (DOE) responded to this question, ? Is it necessary to take minutes of the IEP meeting? Does the State recommend it??. The state DOE responded ?no, on both counts.?
Thus, it is important to check with your state?s rules regarding IEP Meeting Minutes. Become informed about rules for your state.
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Taking minutes is not prohibited, but the practice may be discouraged for the following reasons:
- If something agreed upon, or not agreed upon, is recorded in the minutes and not on the IEP document itself, then there is no legal recourse as the minutes are not officially part of the IEP.
- Either party may wrongly rely on the minutes (rather than the actual IEP) which could lead to confusion about what services the child should be receiving.
- Compliance with the contents of minutes cannot be mandated or guaranteed unless mandated within state rules and regulations (e.g., see Commissioner?s Rules for Texas).
- Taking minutes adds a laborious task to a meeting that is already complex.
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Parents may engage in a number of behaviors that will help them throughout the IEP meeting.
1.???? Take bulleted notes?
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Taking notes will help you stay focused during the meeting. If you are capturing what is happening, you are less likely to let your mind wander.
Taking notes will also allow you to jot notes to yourself regarding points that you would like to make or topics that you would like to discuss or revisit during the meeting.
Finally, taking notes will provide you with something tangible to refer to should you need to revisit the meeting. Memories are not very reliable sources of information.
2.???? Note if a member arrived late or left early or if a member is missing?
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Agencies have specific rules regarding team members who must be present for all or part of a meeting. Be sure to note who attended, who left early, who was excused, and any important parties that were missing or absent.
Note any time that the team tabled a discussion because of the absence of an important team member.
3.???? DO NOT SIGN AT MEETING?
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Few people would rush out to buy a car without first test driving, reading reviews about it, and researching the product online. Similar care should be provided regarding the IEP. Be sure to take the document home to read it carefully before signing.
Once you sign in agreement, an additional meeting may be required to make any changes.
Do not feel pressured to sign the document right away. This is your contract with the district, agency, or board. Make time to read the document in peace and quiet when you have the ability to focus and think.
4.???? Review Document Carefully?
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If you take the document home to review, it will not require an extra meeting unless you request substantial changes to the document.
When you are reviewing the document, make sure page numbers match, are in order, and none are missing.
Make sure that marked or checked boxes reflect actual discussions that took place in the meeting. Specifically, the team (including the parents) must determine together if:
- Extended School Year is needed
- If an interpreter is needed during the meeting
- If assistive technology assessment and services are necessary
- If behavior support is needed
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If you live in a state with existing rules and regulations regarding meeting minutes, there are a number of strategies that you may use.
1.???? Review Periodically?
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First, following long discussions, ask the note taker to read back the summary of notes for that portion of the meeting.
Ask the note taker to capture your thoughts if you feel you are not being heard or if your thoughts were not included.
2.???? During the Review of Minutes?
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- Listen to every single word during the review.
- Compare your notes to those being read.
- Be sure to ask for modifications or corrections as needed.
- Once changes are made, ask the note taker to repeat the reading.
3.???? Listen for Dangerous Words or Words of Caution?
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The list of dangerous words can include:
- Every
- All
- Always
- Never
Use caution on the following words:
- ?Hurts other children?
- ?Hurts staff?
- ?Academically he/she is fine?
- He/she is making A?s
4.???? Data-Based Statements are Preferred?
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All subjective comments about your child should be backed up with data. For example, instead of staff stating that your child ?gets angry a lot? ask that they document ?he had 2 tantrums on Friday?.
If the notes state that the ?child?s team decided? and you did not agree, ask that the notes be changed to reflect the facts. Specifically, parents are an equal member on the IEP team. Thus, if a parent does not agree, then the team does not agree. The notes should be changed to ?school staff agree?.
5.???? Ask for Modifications as Needed?
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After the notes have been reviewed, ask staff to add any items that are in your notes but not in the minutes.
- ?I thought I heard?.?
- ?Would it be possible to?.?
- ?I think ______ captures the idea better than ______?
- ?Ms. X, did I hear you say _____ or was it my imagination??
- ?Can I add ______?
6.???? Be prepared to copy your notes and attach to the IEP if necessary?
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If your thoughts were not included in the meeting minutes, consider asking the team to include your notes as part of the official record.
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Finally, do not stress if you are unhappy with your child?s IEP or if the meeting did not go as well as you had hoped. You can request a new IEP meeting to address your concerns at any time during the school year.?
About Melissa L. Olive, Ph.D., BCBA-D
Missy currently serves on the Editorial Board of Topics in Early Childhood Special Education and Young Exceptional Children. She served on the Editorial Board of the Journal of Early Intervention for 8 years and she is a frequent guest reviewer for the Journal of Autism and Developmental Disorders. She has published 30 peer-reviewed articles and book chapters focusing on topics related to behavior analysis including assessment and treatment of challenging behaviors, communication intervention, and feeding disorders. Her current professional interests relate to parent and teacher training to address challenging behaviors and communication delays, personnel development related to applied behavior analysis and communication intervention, as well as state and federal policy related to individuals with disabilities. Missy also has a strong interest in family issues related to children with disabilities. Since 1993, she has cared for and advocated on behalf of her brother, Mac, an adult with autism and intellectual disability.
You may find Missy?s complete vita at her website: www.appliedbehavioralstrategies.com
You may follow her blog at www.appliedbehavioralstrategies.wordpress.com
You may find her on Facebook at: http://www.facebook.com/AppliedBehavioralStrategies
You may find her on Twitter at: @melissaolive
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Source: http://www.specialeducationadvisor.com/iep-meeting-minutes/
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