✕All fields auto-populated from SEIS/SIS — verify before every IEP.

Student Legal Name / Legal Suffix / Date of Birth — Must match SIS enrollment exactly. Correct discrepancies in SIS first, then re-pull into SEIS.

IEP Date — Auto-set in SEIS. Must be identical on every page of the IEP. The IEP date should align with the date of meeting for the student's initial, plan review, or reevaluation. All other meetings are held as amendments.

Original SpEd Entry Date — First eligibility date. Do not change unless entered incorrectly — used for federal child count reporting.

⚠ Next Annual Plan Review — Auto-calculated at 12 months from the date of the annual or last plan review. Calendar this immediately. Late annual reviews are a SELPA compliance violation. Begin scheduling 6–8 weeks early if the family is hard to reach.

⚠ Last / Next Reevaluation — Next reevaluation is auto-calculated 3 years out from most recent reevaluation date.

Meeting Type — Check the primary purpose only. Additional purposes go in the next row.

✕Age / Grade — Auto-calculated/pulled from SIS. Verify grade — it determines which CAASPP assessments apply and affects LRE placement code reporting.

⚠ EL: Yes/No — Pulled from SIS. EL students with IEPs have dual entitlements — they must receive both special education AND Designated/Integrated ELD. The IEP cannot replace EL services.

Native Language — From SIS home language survey.

Redesignated: Yes/No — Mark "No" if the student is still considered to be an English Learner. Mark "Yes" if the student has been reclassified as Fluent English Proficient (RFEP). Note, there are mandated requirements for continued monitoring of students with IEPs following their reclassification.

Interpreter: Yes/No — Mark Yes if a qualified interpreter was present at this meeting. Never use the student or a sibling. Document the interpreter's name and language in the meeting notes.

⚠ District ID / SSID — Both from SIS. SSID is the 10-digit CDE statewide identifier. Errors must go through your district data office — they affect CAASPP and state compliance reporting.

✕Confirm all parent contact info at the start of every IEP meeting — SIS is not automatically updated, so contact details can be outdated.

Name — Verify legal name. Changes from marriage or divorce may not be updated in SIS.

Address — Critical. IEP copies and Prior Written Notices mailed to a wrong address = failure to notify under IDEA. Update SIS immediately if the family has moved.

Phone (Home/Work/Cell) / Email — Ask the parent to confirm at every meeting. Outdated numbers mean notices don't reach the family.

Second Parent/Guardian — Check custody documentation in SIS. Both custodial parents must receive IEP copies and notices. Sending to only one when two are entitled is a procedural violation.

District of Special Education Accountability — Auto-populated in SEIS. For charter students, this is the charter's district of service. Do not manually edit — it drives federal child count reporting.

Hispanic Ethnicity / Race — Federal civil rights reporting requirements pulled from SIS. Never assign or assume race — must come from parent self-identification. "Intentionally Left Blank" valid only if parent explicitly declines.

✕⚠ For initial and triennial IEPs: the full team MUST review and discuss assessments BEFORE checking any eligibility box. Eligibility requires (1) a qualifying IDEA disability AND (2) a demonstrated educational impact. No single person determines eligibility.

Primary Disability — Based on team-reviewed assessments. SLD requires Processing Strengths & Weaknesses, RTI, or another team-agreed method. Disabilities marked * are Low Incidence and trigger additional CDE funding requirements.

Secondary Disability — Student must independently meet full IDEA criteria for both. Must be reflected in goals and services.

Not Eligible / Exiting — Prior Written Notice required for both. Parent may request an IEE at public expense if they disagree. ⚠ If a student is being exited from special education because they are found ineligible, the meeting must be conducted as a reevaluation — not a standard plan review. A full reevaluation (with or without new testing, per team determination) must be completed before a student can be found no longer eligible, and the parent must have received written notice and had the opportunity to participate.

Disability Impact Narrative — Legally required and must be specific to this student. Connect the disability directly to a specific academic or functional impact with data. Generic language makes the IEP legally vulnerable.

FOR INITIAL PLACEMENTS ONLY:
⚠ Date of Initial Referral — Starts the 15-calendar-day clock for responding to a parent referral.
⚠ Date District Received Parent Consent — Starts the 60-calendar-day clock. Assessment must be completed and initial IEP held within 60 days. Hard federal deadline.
⚠ Date of Initial Eligibility Meeting — Must fall within the 60-day window. Document any parent-caused delays.