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greetings i'm dr. s Lachlan Verret the assistant superintendent for the office of special education services the purpose of this video is to highlight key issues that routinely occur throughout the district during our committee meetings these issues have become legal pitfalls that oppose our central purpose are providing appropriate educational services to our students the video resource is to assist you in conducting duly constituted professional and compliant art meetings this video also contains reference to the legal framework for the child centered special education process which includes state and federal regulations that guide you through the art process please note that this video is part of a more comprehensive training tool for administrators teachers and other stakeholders thanks for all you do to support our students receiving special education services in the Houston Independent School District hello my name is chevelle bryant i'll be highlighting different portions of an admission review and dismissal meeting with you our goal is that you will walk away with ideas and a better understanding of why certain elements of the process are required the video is not intended to highlight every aspect of the art process or the legalese that supports it we will begin by watching a frantic special education teacher attempt to schedule a last-minute meeting for a fifth grade student transferring from another HISD school three weeks ago with an annual art that will be out of compliance in two days as you watch look for ways this situation could be remedied and the practices you employ when faced with similar circumstances I am in a quandary I have an art meeting that needs to happen today this has to stop happening no this is a student he hasn't been here for long and I need to have this are today the parents said that she can come today I cannot be here today I cannot be here my other administrators cannot be here you know we do more than our meet I'm trying to keep your campus in compliance then you need to get your art calendar together fine I is someone available tomorrow I'll tell you what I can check for tomorrow fine I'll call the parent and I'll see if they're available tomorrow and in the meantime go go get it together thanks the school staff must provide the parents with written notice of an admission review and dismissal committee meeting at least five school days before the meeting unless the parents agree to a shorter timeframe by waiving their right to five days notice scheduling the art meeting in a mutually agreeable time and place for the parent and the campus staff is also important please note that all members that attend the art meeting should come prepared to discuss the students needs having the necessary documentation to support the students current behaviors present levels of academic achievement and functional performance will aid in proper goal and objective development remember decisions made during the yard meeting should be based on supporting documentation this documentation may come from the FYE daily observations anecdotal records or informal and formal assessments during the next scene focus on the level of preparation for the yard meeting good afternoon committee thank you for being here today my name is mrs. department chairperson I'd like to begin with introductions around the table please I miss bad teacher I am miss principal I'm mister parent I'm mrs. Perrin good afternoon so I want to begin with giving you a copy of your procedural safeguards your procedural safeguards are provided to ensure that your child with a disability receives a free and appropriate public education in addition we want to ensure what the campus can and can't do when evaluating and providing special education and related services for your child okay okay procedural safeguards in a nutshell are there any questions um is there gonna be another teacher here general education teacher where's the math teacher was going to come I invited everyone did you check the teacher yesterday I invited everyone I thought okay okay okay let me get him in front office please Thank You mr. general ed teacher Oh habla espanol bienvenido mucho gusto de Maistre Lucas yawn hey Morales who eco que bueno que estan aqui con nosotros I didn't have we speak English front office well we need we're bilingual but our meetings are always conducted in English we need an interpreter we don't we don't need an industry we don't need an interpreter we don't need an interpreter now we speak English we don't need an intermedia they're always in English I'm gonna go ahead and provide the procedural safeguards and English for you okay great thank you okay whew a duly constituted art meeting for an annual art would consist of a parent an administrator a general education teacher and a special education teacher please note in the deliberations that the parent doesn't speak Spanish and that she declined the use of an interpreter then make the appropriate Corrections to Chancery if you have a parent who speaks both languages and attempts to express an idea in Spanish introduced the elpac representative and the interpreter to the meeting then record the meeting make very certain to have the recording equipment in a location that will permit a clear recording of the translation the campus staff must take action to ensure that the parent understands the Proceedings of the art committee meeting including arranging for an interpreter for parents with deafness or whose native languages one other than English if the child's parent is unable to speak English the campus staff must provide the parent with a written copy or audio recording of the child's individualized education program translated into the native language parent participation is a key aspect of IEP development and parents are required to be members of the IEP team during this scene pay attention to the body language of the parent as she expresses her concerns compare that to the behavior and responses from the other committee members think about how the lack of documentation presented at the art could lead to skepticism and distrust from the parent and ultimately lead to a contentious art meeting all right committee so let's go ahead and get a good report on how your student is doing in class we'll start with missus Peck teacher you gonna do two minutes I didn't bring anything with you can you go ahead and take a few notes for me so I have to talk and I know you can do it anyway I didn't get a chance to look at his paperwork from the last school but when I do check on him in class he's doing very very well he doesn't ask any questions I asked him if he had questions but he doesn't say anything he's just going along making progress he's doing very very well I mean no complaints did you need his progress reports from his last school I mean they sent the stuff over in his cume folder but I mean it's all good it's okay yeah okay we have everything here excuse me same situation in my classroom the child is performing well significant progress he gets along pretty well with classmates so I'm very happy with his performance in my class yeah excellent sounds like he's doing great he's fitting in well where's the work samples we have it he hasn't brought home any homework you're just telling us how he's doing but we don't have anything to to see how he's doing like the samples of his work in reading and math well buddy can we get some snacks up here please and water honey tell him about the last school yeah we got weekly reports from the teachers about how he was doing we have all the progress reports here excellent that's great but the teachers we provided a good description of how he's doing in the classroom and that's part of the documentation you just got report card file as well well he's been here three weeks we haven't seen any homework it's the report card he does he does his homework in class he does his homework in class where are the samples of his how do we know what you're saying is being done okay go get the samples of his work please yes ma'am and can we get a draft what's being discussed we can work on that definitely sure I'll I'll get my computer Wow the Code of Federal Regulations under the definition of individualized education program in part states the art committee must provide a statement of the child's present levels of academic achievement and functional process the art committees present levels statement must include how the child's disability affects the child's involvement and progress in the general education curriculum ie the same curriculum as for non-disabled children the art committee must also include in the child's IEP a statement of measurable annual academic and functional goals designed to meet the child's needs that result from the child's disability to enable the child to be involved in and to make progress in the general curriculum and meet each of the child's other educational needs that result from the child's disability the art committee must include in the child's IEP a description of how the child's progress toward meeting the annual goals will be measured and when periodic reports on the progress the child is making toward meeting the annual goals such as through the use of quarterly or other periodic reports concurrent with the issuance of report cards will be provided the parent is now disagreeing with the Proceedings of the meeting due to lack of documentation to support the recommendations to change placement we're at the point where the deliberations have been read and the parent has disagreed watch how the other members of the yard committee handle this situation what would you do differently okay so that concludes a review of our deliberations and our recommendation so we're ready for the signature page we haven't seen anything oh you're about to see the signature page so what we need you two guys to do is just go ahead and sign and agree with the meeting if possible you know we still haven't seen a draft is everything that we just talked about and she and she brought that can I please sign first because I have a class any - OH - yes leave the kids without an adult supervise thank you thank you for your understanding battle I don't agree with this but the teachers have explained everything I felt like you all rushed through everything you you haven't shared any detailed information with us we went throughout Santi that he was making progress I mean I mean right what else we're gonna put it in his backpack you're gonna get the paperwork and I'll put everything in the forms to send home to you basically just you know having us just believe everything you say without any information that's what you want us to sign agree to this is not okay hold on just one second I'm sorry it was my daughter and was calling I'm sorry I apologize I know you have some concerns but he's only been here three weeks and we really need to go ahead and close this hard we scheduled it last minute I've dropped things to come here but we do need to close this art there's nothing that we're changing right now nothing you agreed with the last art it's the same thing he's been here three weeks we haven't seen any assignments we haven't seen any homework once a week something home yes ma'am Thank You mr. principal can I just go we cannot leave the kids on a company just fine I can make a copy of everything and sit at home in his backpack later thank you there's no that complicated and you know what later on we can talk about whatever questions you have yes yeah I don't think we can agree so you don't want your son to get services no we want services okay that's all you said but we just don't I mean you haven't presented any information to us today there's nothing that we have that's tangible we've had a few problems here today but we're gonna get this corrected and we just need your signature so because he's just got here well I'm gonna sign just because I want him to have his services and just one signatures that's all we need thank you thank you so much and again it's so nice to meet you I'll get that home such a pleasure thank you for being here can I go to class now yes I do really have to go a decision of the yard committee concerning required elements of the IEP must be made by mutual agreement if possible when mutual agreement about all required elements of the IEP is not achieved the parent who disagrees must be offered a single opportunity to recess and reconvene the yard committee meeting the period of time for reconvening the yard committee meeting must not exceed ten school days unless the parties mutually agree otherwise the yard committee must schedule the reconvened meeting at a mutually agreed time and place during the recess the yard committee members must consider alternatives gather additional data prepare further documentation and/or invite additional resource persons who may assist the yard committee in reaching mutual agreement if a recess is implemented and the yard committee still cannot reach mutual agreement the campus staff must implement the IEP it has determined to be appropriate for the child we will now watch a nard meeting that incorporates the highlighted legal requirements introduced by Hans Graf I've been able to speak with the parent and she has agreed to waive her right to five school days notice and she can't attend the are today are you or another administrator available today at 12:30 no I don't I don't think so not I don't know if we can do that oh well we don't do today we will be out of compliance and I certainly don't want that I worked on the document all night I'm not sure how I overlooked this one if I might be able to do it today but the only way is we have to stay on the agenda certainly have the agenda ready we'll stick to it we'll be on track I've already secured the general education teacher we'll make it happen okay I know this is unusual for you so well we're gonna make it work but please check the yard calendar and make sure that it's correct we'll do that Thanks thank you thank you good afternoon committee thank you for being here today my name is mrs. chairperson we're gonna begin with introductions around the table please I'm miss bad teacher I am miss principal I am mister parent a mrs. parent mr. general ed teacher nice to meet you very good as I said thank you again for being here I have agendas on the table that we can reference Thanks so that we can make sure that we keep on track there okay next thing I want to present you with parents it's a copy of the procedural safeguards okay okay please note that your procedural safeguards are put in place to ensure that your child with a disability receives a free and appropriate public education okay the next piece we want to ensure what a campus can and can't do okay when evaluating and providing special education and related services to your child okay are there any questions and we probably don't need this copy thank you for that you know what I noted that in the record there were times there's a bilingual note however most of your meetings were conducted in English so I just wanted to make sure that we were well we're bilingual but we prefer that the meetings are conducted in English okay so that means we're good to go would you make sure that you put that in the deliberations certainly only good note of that thank you thank you and one last thing before we get started you did receive a copy of the draft goals and objectives that will be discussed at the meeting today yes yes we were looking at over excellent so what we're going to do is we're going to begin with a review of progress from the suspect teacher all right so what I'll do is I'll review with you the informal assessments data collection information and a total record that we've collected some his progress reports that came from the data collections of course his grades and then some work samples and he's doing doing very very very well I just wanna make sure you that you note that I want to pass those to you those are copies of his work samples can we keep things yes those are for you Oh perfect that's great yes okay now if we could hear how he's progressing in math in your class please sure definitely I'll be happy to share that information would you parents just like with this cause they the previous day current data shows that your child is making significant progress he's competing with his peers and it is my recommendation that he continues to have the social component opportunity to to interact with his classmates in the general education setting and I have also prepared this documentation for you that you can keep it okay great thanks and thank you for calling us we appreciate the phone calls letting us know how he's doing yes sure we're just really concerned with the change of school that he's adjusting very well I saw him in the cafeteria earlier he's made some friends already and we're really really happy to have him so we appreciate you guys being here and based on that information that we've just provided you with we would like to propose that he received more time in the general education setting Oh with the support with yes and interventions yeah a little concerned about that you know he you know he needs that extra support you know I'm just kind of afraid if we take away those services you know he might he might regress or he might you know start failing classes and I'm a little especially being in a new school I'm a little concerned more time in general and I'm not sure about that I'm a little worried now just I understand your concern and this is a new school but part of what we want is for him to have success no recommendation has ever made without the data to support it which is what we have right here mm-hmm and keep in mind that if you disagree later if you have a problem if he's not having meeting with success we can come back to art but we will be watching exactly the same things that you're seeing right there yeah absolutely and so just so you have that again mr. mrs. parent is that at any time we can come back to a nard to discuss progress and any other intervention strategies that may be needed so basically if if we feel like we need to come back to a nard and it's not coming from you we can simply just oh absolutely call you if we're if we have concerns we can request yes okay okay about that me too let's let's try it yeah let's let's give that a try excellent okay so I've reviewed deliberations and if there are no additional questions any questions committee I think they've answered most of our questions any questions you have no not at this time okay well let's have the signature page okay let us pass that to you guys your side the other side okay very good and once we have all of our committee signatures I will print out a copy of the documents that we've discussed today so that you can have those with you to take them home today okay great perfect and before you leave maybe you can take them and show them your room and show them definitely we got to do that for you Oh that'd be great that'd be really good okay thank you thank you so much you have a great day our hope is that you begin to see the yard meeting as an opportunity to gain parents trust and confidence that you're creating an appropriate individualized education program for their child that will be implemented with fidelity the references to the law in this video are not intended to be exhaustive for more information visit the legal framework for the child centered special education process online thank you for joining our session