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DEC/Prior Notice (Invitation to Conference)

General Directions: Invitation to Conference / Prior Notice is used on different occasions in the exceptional children program because it is part of the due process rights of parents. The LEA (Local Education Agency) shall use the form any time a parent is involved to discuss a proposal to initiate or change the identification, evaluation, or educational placement of the child or the provision of a free appropriate public education (FAPE), or refuses any of the above. Federal regulations require that if a parent cannot attend the meeting, the school system shall document other methods to ensure parent participation, including individual or conference telephone calls, correspondence, home visits or visits to the work site. Type of notice refers to the manner in which the parent is contacted. If the parents do not respond to the first notice, then a second notice must be sent prior to the meeting date.

Special Note: The Invitation to Conference/Prior Notice is to be used to invite the student to his/her IEP meeting when the student has reached the age of majority. In North Carolina, parental rights transfer to the student at 18 years of age, unless the parent has made other arrangements regarding legal guardianship. Under IDEA, although rights transfer to the student at the age of majority, the parent

retains the right to prior notice and therefore, this invitation must also be sent to them.

Direction for completing the form: At the top of the page, complete parent/guardian name, students name, and the date the notice was sent. (If the purpose of the meeting is to develop/change the transition component, then the student must also be invited to the meeting). In the first paragraph of the invitation write the students name in the space provided. Check the purpose(s) of the meeting. If transition will be discussed at the meeting, notify the parent that the student has been invited to participate at the meeting. You may do this by attaching a copy of the Student Invitation (DEC/Transition) to this form. List the names and positions of the people in the district who will be attending the meeting. List the date, time, and place of the meeting. Indicate a phone number and the name, position of the person the parent may call for assistance, and the name of the school. The parent must be given sufficient notice to allow attendance. (Ten days is best

practice.) The parent/guardian must check one of the three options, sign, date, and indicate (by checking) receipt of the Handbook of Parents Rights. If a second notice to the same meeting is provided, then indicate date, type of notice and date received. A copy of the completed form should be provided to the parent. The original should be maintained in the students confidential file.

Examples:

Scenario 1: The school sends an invitation to conference scheduling an IEP meeting. The parent has not responded by the 5th day. The school notifies the parent for the second time in some appropriate manner, i.e., phone call, second invitation, personal contact, etc. If the parent has not responded by the date of the meeting, the school sends a copy of the IEP to the parent and allows the parent input if he/she wishes. A second meeting does not have to occur unless the parent has changes that require rewriting the IEP. Scenario 2: The school sends an invitation to conference scheduling an

IEP meeting. The parent responds that he/she will be attending the meeting. If the date of the meeting arrives and the parent does not come for the meeting, the IEP committee can hold the meeting. Scenario 3: The school sends an invitation to conference scheduling an IEP meeting. The parent responds by saying he/she needs to reschedule, please call. The school contact calls the parent and reschedules the meeting for a different time. Best practice suggests another notice be sent reminding the parent. Scenario 4: The school sends an invitation to conference scheduling an IEP meeting. The parent responds by saying he/she needs to reschedule, Ill call you to arrange a date. If the parent does not call, the school must follow up to try to arrange a meeting. Scenario 5: The school sends an invitation to conference scheduling an IEP meeting. The parent sends the invitation back with a notation or responds with a telephone call saying he/she does not plan to want to attend the meeting, to go ahead without him/her. The school should call the parent and ask if there is a problem with the date or a specific reason why the parent does not plan to attend,

or try to convince the parent to attend the meeting if the notice is by phone. If the parent insists that he/she will not be attending the meeting, the IEP committee can hold the meeting.

Note: The LEA cannot add the statement, I do not plan to attend; please have the meeting without me, because the OSEP views that as encouraging the parent to opt out of his/her parental rights.
Revised 7/03 Taken from the Exceptional Childrens Division of NC DPI

In CECAS, you will indicate "signature on file" in the parent signaure line when a parent returns the DEC/Prior notice signed saying they will be present for the IEP meeting. You will also be required to put in a date received and will be given an opportunity to note that the parent did not respond if the invitation is not returned or you are unable to reach the parent by phone or in person. The parent must receive 10 days notice unless you speak with them in person or by phone and they agree on a date prior to the 10 days. They must also receive 2 notices unless they return the 1st notice signed stating they will attend the meeting. If after meeting these policies, the parent does not show up to the meeting, it is appropriate to continue on with the IEP meeting without the parent present. Best practice--You should always make several attempts, even beyond the 2 required to get the parent in attendance at the meeting. Make sure your efforts are clearly documented on the DEC/Prior Notice. When filling out the DEC/Prior Notice, it is recommended that you always

check the first box on the DEC/Prior Notice under purposes for the meeting, because you should always be discussing ways to meet the needs of the student. If it is an annual review you would also check both "Develop or change the IEP" and "Annual Review of the IEP and Placement" under purposes. If the student is going to be 14 or older during the life of the IEP, you also need to check "Develop or change the transition component". If the student is not yet 14, but is going to be in the 8th grade during the life of the IEP, he/she also needs a transition component; therefore, you will need to also check "Develop or change the transition component". If the purpose of the IEP meeting will also include developing a Functional Behavior Assessment (FBA) and Behavior Intervention Plan (BIP), you should always list this under the purpose "Other". NEW---based on recent Federal Regulation changes--Handbook of Parents Rights is only required to be provided in these 4 situations:

1 time per year (at 1st IEP meeting for the school year) Initial Evaluation anytime at parent request any Due Process situation

Therefore, when an Invitation to Conference is sent to parent, if you have already provided the parent with a Parent's Rights Handbook at any of the above situations during this school year, you do not need to send another handbook. Just mark YES on the bottom of the form noting parent's receipt of the handbook and write an explanation of the receipt in the minutes to the IEP meeting (ex. "parent received copy of handbook of rights at earlier meeting this school year"). Now, Complete the Assignment for the Parent Invitation to Conference: Module 2 Topic 1 Assignment for DEC/Prior Notice

Test

Test Title: Module 2 Topic 1--Assignment for DEC-Prior Notice


You may take this test an unlimited number of times.
Question # 1 : Question Information Answer all questions for this Assignment as though you were completing an actual DEC/Prior Notice. Do Not use actual names of student's and/or their parents. Question # 1 : Fill-in-the-blank Dear Parent's name

Question # 2 : Fill-in-the-blank Re: Student's name

Question # 3 : Fill-in-the-blank Date: __/__/__

Question # 4 : Question Information These are all located on the left side of the form about mid-way down. Check all that apply. Question # 4 : Multiple Choice - pick all that apply Which of these would you check for an Annual Review meeting? Ways to meet the educational needs of your child Evaluation results Eligibility Develop or change in the Individualized Education Program Annual review of the IEP, including placement Reevaluation Question # 5 : Question Information These are located on the right column of the DEC/Prior Notice mid-way down the form. Check all that apply Question # 5 : Multiple Choice - pick all that apply Which of these would you check if you were having an addendum meeting for a 15 year old student?

Change in: ___ Education Placement ___ Category Transfer of Parental Rights Exit Discipline Develop or change the transition component Other: ___________ Question # 6 : Question Information You can use ficticious names if you want or list actual names of those who work at your school and would typically be involved in your student's IEP meeting. Please do not use any actual Parent or Student names. Question # 6 : Essay List the Name and Positions of required members at your IEP meeting.

Question # 7 : Yes/No Should the parent's name be listed under the section where you list the names and positions of attending members? Yes No Question # 8 : Question Information You can make up a date, time, and location for the IEP meeting.

Question # 8 : Fill-in-the-blank The meeting is scheduled for date __/__/__

Question # 9 : Fill-in-the-blank The meeting is scheduled for Time

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