First Steps Listserv

Subject: Written Meeting Notifications Requirements

Source:  Margaret Strecker

Intended Audience:  SPOEs, Service Coordinators, Service Providers, SICC

Date: January 10, 2006

It has come to our attention that there is some confusion about the requirement to provide written notification of IFSP meetings for children whose records are in the new data system. The following listserv message provides clarification on the requirements for provision of written notification for IFSP meetings. Additional guidance on IFSP meeting requirements is being developed and will be available shortly.

Written Meeting Notification Requirements

Federal and state regulations implementing Part C of the Individuals with Disabilities Education Act (IDEA) require that meeting arrangements must be made and written notification provided to the family and other participants early enough before the meeting date to ensure that they will be able to attend.  Prior to holding an IFSP meeting, service coordinators must send written notification (mail or e-mail) containing the required components which are included in the First Steps Meeting Notification form to the family and other participants.  This notification must be sent at least 10 days prior to the meeting unless there is a necessity to hold the meeting sooner and the parent agrees to the earlier date. While the regulations require meeting notification be sent to all proposed participants, the regulations do not require that the meeting be held only when all participants are able to attend.  The regulations specify certain members who must be in attendance or whose participation be accommodated through other means.  Service Coordinators should make an attempt to include all proposed participants, but must ensure that the meeting includes all those that are required.

In the new data system, providers are able to view information regarding upcoming meetings for children on their caseload by accessing the Missouri First Steps web site, however, this does not constitute a written notification that meets the regulatory requirements of Part C.  In order to meet the written meeting notification requirements of Part C, a hard copy of the meeting notification, including the names of all individuals who received the notification, must be sent to all participants and a duplicate placed in the child’s early intervention record.