Year

RJUHSD · Special Education

IEP Scheduling Information

IEP meeting participants and scheduling data with a focus on casemanagers/Education Specialists, general-education teachers, and the LEA representative, as well as when meetings are held across the day, and the frequency that each course and teacher is impacted.

IEP meetings

Ed Specialists who attended

Unique case managers — counted once each, not per meeting

RegEd teachers who attended

Unique teachers — counted once each, not per meeting

Meetings before or after school

The instructional impacts of IEP meetings At a glance

An IEP meeting can impact instruction when the regular teacher needs to be out of a class. Meetings held before or after school, or while the staff member is on their prep period can be less impactful to class instruction.

General-education teachers column H — the primary focus

Pulled a gen-ed teacher from class

No gen-ed class missed

Education Specialists (case managers) column E

Pulled a case manager from class

No case-manager class missed

When IEP meetings are scheduled across the day. A meeting during a class period usually pulls a teacher from class — unless they attend on a prep period; before-school, or after-school.

Meetings by time of day Counts

Each column is the number of IEP meetings held in that slot. This is purely time of day — whether a given meeting actually cost instruction also depends on prep periods, which the next chart accounts for.

During a class period Before / after school

Gen-ed instructional vs. non-instructional time, by school 100% stacked

Share of each school's IEP meetings that pulled a general-education teacher out of a class in session (blue — column H) vs. did not (green — held before/after school, attended on a prep period, or no gen-ed teacher was pulled).

Gen-ed class missed No gen-ed class missed

Education Specialists (SpEd case managers) who attended IEP meetings, and the classes they left to do so.

Meetings per Case Manager Meetings attended

Each bar is one case manager, and the number is how many IEP meetings that person attended as the case manager.

Classes the Education Specialist missed Column E

The classes that Education Specialist missed due to IEP meetings. Attendance on a prep period is not a missed class and is excluded here.

General-education teachers who attended IEP meetings, and the classes their attendance impacted.

General-ed teacher attendance Meetings attended

Each bar is one general-education teacher, and the number is how many IEP meetings that teacher attended.

Classes impacted by gen-ed teacher attendance Column H

The general-education classes most often missed because the teacher was in an IEP meeting. Prep periods are excluded here.

LEA representative Meetings attended

Who served as the Local Education Agency representative — the administrator or designee who oversees the process and commits district resources at the meeting.

Counselor involvement Optional role

Counselors are not required to attend all IEP meetings, but are occasionally required due to special circumstances. This shows how often a counselor was required, and which counselors attended in those situations.

Meetings with a required counselor

Distinct counselors

Counselors who were required to attend at least one IEP meeting

Share of meetings

Of all IEP meetings, the percentage that required a counselor to attend.

Cross-school comparison All sites

Every school's meeting volume, how much falls during class, staff involved, and required counselors — side by side.

Meetings by student grade level Column C

IEP meetings by the student's grade. Ninth-grade transitions and triennial timing tend to front-load meetings in the lower grades.

Meetings over time Column K

IEP meetings by month for the current school year to date. Use this to see the IEP meeting frequency distribution across the school year.

Where these numbers come from, exactly what is counted, and what to keep in mind when reading them.

Source & method Audit

Column	Field	How it's used
C	Student grade level	Meetings by grade (Tab 6)
D	Education Specialist (case manager) who attended	Ed-Specialist attendance leaderboard
E	Class the Education Specialist missed (or "prep" / "n/a")	Classes missed by case managers; "prep" (prep period) and "n/a" (before/after school) = no class missed
G	General-ed teacher who attended	Gen-ed attendance leaderboard
H	Class the general-ed teacher missed (or "prep" / "n/a")	Classes impacted by gen-ed attendance; "prep" (prep period) and "n/a" (before/after school) = no class missed
I	LEA representative	LEA-rep leaderboard
J	Counselor (if any)	Counselor involvement
K	Meeting date	Meetings over time (monthly)
L	Period: 1–4, 0 = before school, 5 = after school	Time-of-day analysis (when meetings land across the day)

What's counted. One row in the Sheet = one attendance record at one IEP meeting. Each school has its own tab; a signed-in user sees only the schools they're authorized for. Columns A and B (student identifiers) are never read and never leave the Sheet. All figures are computed directly from the Sheet with no estimation.

Prep periods and before/after-school meetings are non-instructional time. When column E or H reads "prep," that staff member attended on their prep period; when it reads "n/a," the meeting was held before or after school. Both are non-instructional time, so neither is counted as a missed class. A meeting is only counted as "cost instruction" when a real class name appears in column E or H.

Names are grouped exactly as typed. Staff and class names are tallied by their exact text. A person entered two different ways ("J. Adler" vs "Jordan Adler") would count as two people. If a leaderboard looks split, it's usually a spelling or formatting difference in the Sheet — fixing it there fixes the dashboard on the next nightly refresh.

Current school year, accumulating. This dashboard reflects meetings logged so far this year and refreshes automatically every night around 2 a.m. Counts grow as the year goes on; they are not a full-year total until the year is complete.