Notice of Case Conference

A Notice of Case Conference is an official communication sent to parents, guardians, and relevant school staff to schedule a meeting for discussing an Individualized Education Program (IEP). This notice promotes transparency, ensures legal compliance, and fosters collaboration among all stakeholders involved in the student’s special education plan.

A Notice of Case Conference:

Informs Stakeholders – Notifies parents, guardians, and educators about an upcoming IEP meeting.
Ensures Legal Compliance – Adheres to Individuals with Disabilities Education Act (IDEA) requirements, ensuring parents can participate.
Facilitates Collaboration – Allows teachers, special education staff, therapists, and parents to discuss student progress, goals, and necessary accommodations.
Documents Participation – Serves as an official record that parents were invited and had the opportunity to be involved in their child’s education plan.

Notice of Case Conference is usually dealt with as a Legal Compliance.

Schools must provide notice in advance.
The notice must be in a language and format understandable to the parents.
Parents have the right to reschedule or request additional participants if needed.
If parents cannot attend in person, schools must offer alternative participation methods (e.g., virtual meetings, phone calls).

This notice is a crucial step in ensuring that students with disabilities receive the services they need while keeping parents actively involved in decision-making.

Once a student attains eighteen (18) years of age, all of the rights that were formally provided to the student's parents shall transfer to the student unless a guardianship order has been presented or an educational representative has been appointed.

Case Conference Meeting Schedule Information

The following table shows the fields needed to schedule the case conference.

Field Name	Description	Data Flow	Source
Date	The date on which the Case Conference Meeting is scheduled.	Out	Use the date picker to set the date.
Time	The time at which the Case Conference Meeting is scheduled	Out	Use the time picker to select the scheduled time.
Location	The location at which the Case Conference Meeting is scheduled	Out	Fill the location in the given field.

Student Information

The following table shows details of all the fields that are needed to build a Student Profile.

Field Name	Description	Data Flow	Source
Student	Name of the student for whom the meeting has been called	In	This information is auto-populated based on the student records.
STN	Student Test Number	In	This information is auto-populated based on the student records.
Birth Date	Date of Birth of the student to determine the age	In	This information is auto-populated based on the student records.
School	The name of the school in which the student is currently enrolled	In	This information is auto-populated based on the student records.
Current Grade	The class/grade in which the student is currently enrolled	In	This information is auto-populated based on the student records.

Guardian Information

The following table shows the fields needed to capture the Guardian Information for a Student Profile.

You can add up to four Guardian Records.

Position	Description	Data Flow	Source
Parent/Guardian	Name of the student’s parent or Guardian	Out	Select from the Drop-down list. Options in this list are auto-populated based on the student records.
Relationship	The relationship of the Parent/Guardian to the student.	In	This information is auto-populated based on the student records.
Business Phone	The Parent’s/Guardian’s Business Phone contact. (If the information exists in the student’s records.)	In	This information is auto-populated based on the student records.
Home Phone	The Parent’s/Guardian’s Home Phone contact. (If the information exists in the student’s records.)	In	This information is auto-populated based on the student records.
Mobile Phone	The Parent’s/Guardian’s Mobile Phone contact. (If the information exists in the student’s records.)	In	This information is auto-populated based on the student records.
Address	The Parent’s/Guardian’s Address. (If the information exists in the student’s records.)	In	This information is auto-populated based on the student records.
Email	The Parent’s/Guardian’s Email. (If the information exists in the student’s records.)	In	This information is auto-populated based on the student records.

Purpose of the Meeting

Expected Individuals

The Notice of Case Conference specifies that the following individuals are expected to attend this meeting either because their attendance is required or because the school has determined that they have knowledge or special expertise regarding the student.

Position	Name	Additional Title	Email
Student	This is the student’s name for whom the meeting has been called.	Remains blank.	This piece of information is auto-populated based on the student records.
Parent/Guardian	Name of the student’s parent or Guardian. If the Guardian Information was added more than once, the Parent/Guardian field will automatically be added multiple times.	Has to be filled manually, if required.	This piece of information is auto-populated based on the student records.
Teacher of Record	Use the ‘lookup’ function to find the details of the Teacher whose name should be added. If this record is added through the non-lookup feature, then the ‘Additional Title’ and ‘Email’ must be added manually by entering them in the provided text box.	If the Teacher’s name was fetched using the lookup function, then this information is auto-populated based on the teacher's records.	If the Teacher’s name was fetched using the lookup function, then this information is auto-populated based on the teacher's records. teacher’s
General Ed Teacher	Use the ‘lookup’ function to find the details of the Teacher whose name should be added. If this record is added through the non-lookup feature, then the ‘Additional Title’ and ‘Email’ must be added manually by entering them in the provided text box. Also, you must seek and confirm that the ‘Consent to Invite' has to be logged using a checkbox.	If the Teacher’s name was fetched using the lookup function, then this information is auto-populated based on the teacher's records.	If the Teacher’s name was fetched using the lookup function, then this information is auto-populated based on the teacher's records. teacher’s
Public Agency Rep	Use the ‘lookup’ function to find the details of the Teacher whose name should be added. If this record is added through the non-lookup feature, then the ‘Additional Title’ and ‘Email’ must be added manually by entering them in the provided text box. Also, you must seek and confirm that the ‘Consent to Invite' has to be logged using a checkbox.	If the Teacher’s name was fetched using the lookup function, then this information is auto-populated based on the teacher's records.	If the Teacher’s name was fetched using the lookup function, then this information is auto-populated based on the teacher's records. teacher’s
Vocational Coach	Use the ‘lookup’ function to find the details of the Teacher whose name should be added. If this record is added through the non-lookup feature, then the ‘Additional Title’ and ‘Email’ must be added manually by entering them in the provided text box. Also, you must seek and confirm that the ‘Consent to Invite' has to be logged using a checkbox.	If the Teacher’s name was fetched using the lookup function, then this information is auto-populated based on the teacher's records.	If the Teacher’s name was fetched using the lookup function, then this information is auto-populated based on the teacher's records. teacher’s
Additional Attendee	Use the ‘lookup’ function to find the details of the Teacher whose name should be added. If this record is added through the non-lookup feature, then the ‘Additional Title’ and ‘Email’ must be added manually by entering them in the provided text box. Also, you must seek and confirm that the ‘Consent to Invite' has to be logged using a checkbox.	If the Teacher’s name was fetched using the lookup function, then this information is auto-populated based on the teacher's records.	If the Teacher’s name was fetched using the lookup function, then this information is auto-populated based on the teacher's records.

Authorization Checkboxes

The following table shows the fields needed to capture the notification authorization details.

Field Name / Title	Description	Data Flow	Source
The parent will sign a paper copy	Parent or Guardian has agreed to give consent for attending the meeting.	Out	Select the checkbox.
Add consent to excuse the participant	Authorization or Consent has been given in advance to a participant to abstain (be absent) from the meeting.	Out	Select the checkbox.
I plan to attend.	The parent or Guardian has agreed to attend the meeting in person. Please select this checkbox to mention your plans and return this form, or email a school representative above.	Out	Select the checkbox.
I request participation by other methods such as phone.	Parent or Guardian has agreed to attend the meeting via Online meeting. Please select this checkbox to mention your plans and return this form, or email a school representative above.	Out	Select the checkbox.
I am unable to attend. Please reschedule. I have offered my availability on this form.	The parent or Guardian has requested the meeting to be rescheduled and has agreed to attend later. Please select this checkbox to mention your plans and return this form, or email a school representative above.	Out	Select the checkbox.
I am unable to attend. Please convene the meeting without me.	The parent or Guardian has communication. Please select this checkbox to mention your plans and return this form, or email a school representative above.	Out	Select the checkbox.