After an IEP is developed in the IEP Manager, it is expected that the case manager will click on the ‘Print/Preview’    to create a draft.  After the meeting, is held, the case manager should click the Meeting Held button and enter the Parent Response, and Parent Participation information.  This lets anyone who looks at the Forms Manager know the status of the meeting.  

If a computer and printer are not available during the meeting, the hard copy draft of the document should have changes on it written in by the case manager or other members of the team.  At the very least, the team would need to add the Parent Comments to the Present Levels page on this copy.  In most instances there will also be meeting notes written onto the IEP.  Any other changes to the draft  would also be written onto the hard copy.  At the close of the meeting, the parents will be asked to initial and sign this copy.  This will then be the legal copy.

The case manager is now responsible for going into the electronic copy of the document, and entering all changes made by hand on the paper copy so that the electronic copy of the document in SIRAS matches the hard copy of the document signed by the parent.  Once this process is complete, the case manager should Finalize the meeting, enter the Parent Input and Follow-up information on the Forms Manager, and send the hard copy of the IEP to the Admin staff to verify that the hard copy and electronic copy match.

The document should never be Finalized before the case manager has a chance to make the electronic copy in SIRAS the same as the hard copy of the document because once the meeting has been Finalized, it no longer pushes new information into the MIS Summary page.  If a SIRAS user accidentally Finalizes a meeting prior to completing the electronic copy, s/he will need to contact a Clerk staff person who can go to the archived meeting in the Forms Manager and Re-activate that meeting.

Once the meeting has been reactivated the case manager can enter the corrections on the forms and Finalize the meeting again; however, once a meeting has been Finalized there is NO data transfer between the re-activated forms and SIRAS.  This could result in compliance errors.  For this reason, any corrections and/or changes after a meeting has been reactivated must be entered on the MIS Summary page as well as on the meeting forms.

If something superficial was left out on the document which was noticed AFTER the parent signed the hardcopy, it is permissible for the case manager to do an Addendum or Administrative Amendment (per district policy).  Some examples would be things like entering vision or hearing test results, adding an accommodation, or checking a box on one of the pages.  If its an IEP, the change is more significant such as dismissing and adding a service, it is recommended that an ‘Other Review’ be held. 

It is never permissible to make changes to the electronic copy of the IEP or 504 Plan that are not on the original hard copy of the document signed by the parents.  The document is a legal agreement between the parent/guardian/adult student and the district cannot be altered after it is signed without permission from the parent/guardian/adult student.  Any changes to the IEP must be made by one of the methods listed above.