The annual IEP review is the Super Bowl of special education meetings. A year's worth of work culminates in a single conversation that determines services, placement, and goals for the next twelve months. Your behavior data is your evidence. Here's how to make it compelling.
The Preparation Timeline
Effective IEP preparation doesn't happen overnight. Use this timeline to ensure you're ready:
- • Review all current IEP goals and objectives
- • Identify any data gaps that need addressing
- • Request input from related service providers
- • Send parent input forms home
- • Generate progress reports for each goal
- • Create visual graphs showing trends
- • Draft narrative summaries
- • Identify questions you anticipate from parents
- • Finalize all data presentations
- • Prepare draft goals for next year
- • Coordinate with team members on presentation roles
- • Prepare meeting materials and copies
- • Review all materials one final time
- • Collect most recent data points
- • Prepare your opening summary statement
- • Rest—you've done the work
Gathering and Organizing Your Data
The annual review requires comprehensive documentation. Organize your data into these categories:
Essential Data Documents
Quantitative Data:
- • Frequency/duration/latency counts
- • Weekly and monthly averages
- • Trend graphs for each goal
- • Progress monitoring charts
- • Intervention fidelity data
Qualitative Data:
- • ABC data samples
- • Observation notes
- • Incident reports (if applicable)
- • Teacher and staff feedback
- • Parent communication logs
The Three-Timeframe Structure
For each behavior goal, present data in three timeframes:
Beginning of Year
Baseline performance when the goal was written
Example: "In September, Marcus averaged 18 call-outs per class period."
Current Performance
Most recent 2-4 weeks of data
Example: "Over the past month, Marcus averages 6 call-outs per class period."
Trend Over Time
Monthly or quarterly progression
Example: "A 67% reduction from baseline, with steady monthly decreases."
Goal-by-Goal Progress Analysis
Each IEP goal deserves its own analysis. Use this framework for every behavior goal:
Goal Progress Report Template
Goal Statement:
[Copy exact goal language from IEP]
Baseline Performance:
[Data from when goal was written]
Target Criterion:
[What "mastery" looks like per the goal]
Current Performance:
[Most recent data with date range]
Progress Status:
☐ Mastered ☐ Making Progress ☐ Limited Progress ☐ No Progress ☐ Regression
Narrative Summary:
[2-3 sentences explaining the data and any context]
Progress Status Definitions
| Status | Definition | Recommended Action |
|---|---|---|
| Mastered | Met goal criterion for required duration | Write new, more challenging goal |
| Making Progress | Consistent improvement toward criterion | Continue current goal with same or increased criterion |
| Limited Progress | Some improvement but below expected pace | Review and modify intervention |
| No Progress | Performance unchanged from baseline | Significant intervention changes needed; consider FBA |
| Regression | Performance worse than baseline | Urgent review; possible FBA/BIP revision |
Using Data to Justify Services
The annual review often involves discussions about services: maintaining, increasing, decreasing, or adding new supports. Your data is your evidence.
The Golden Rule of Service Justification
Every service recommendation must connect directly to data. "I think he needs more support" isn't justification. "Data shows behavior increases 40% in the afternoon, supporting the need for additional aide time" is.
Data-Based Service Arguments
To Maintain Current Services:
Show that progress is being made with current support level.
"With current 1:1 aide support during math, behavior incidents have decreased 45%. Removing this support would likely result in regression based on the clear correlation between support and performance."
To Increase Services:
Show data gaps or contexts where current services are insufficient.
"While behavior is controlled in the self-contained setting, data shows 3x higher incident rates during inclusion periods without support. Adding aide time during inclusion aligns with the goal of LRE."
To Decrease Services:
Show mastery and generalization across settings.
"Student has met goal criterion for 8 consecutive weeks across all settings. Data supports fading support to promote independence, with monitoring to ensure maintenance."
Addressing Lack of Progress
Not every goal shows progress. That's reality. What matters is how you explain it and what you propose next.
When Data Shows Limited or No Progress
1. Acknowledge Honestly
"The data indicates this goal was not met. Current performance remains at [X], compared to a target of [Y]."
2. Explain Contributing Factors
"Several factors impacted progress: [staffing changes, student illness, intervention fidelity challenges, etc.]"
3. Describe What Was Tried
"We implemented [intervention A] in October, modified to [intervention B] in January when data showed no response."
4. Propose Next Steps
"Based on this data, we recommend [conducting a new FBA / modifying the BIP / adding consultation services / revising the goal]."
Intervention Fidelity Matters
If an intervention wasn't implemented consistently, that's important data too. Document implementation fidelity: "The scheduled breaks intervention was implemented with 85% fidelity in September-October but dropped to 40% fidelity November-December due to staffing challenges."
Setting Up Next Year's Goals
The annual review isn't just about reporting—it's about planning. Use this year's data to write better goals for next year.
For Mastered Goals:
- • Increase criterion (e.g., 80% → 90%)
- • Expand context (e.g., one class → all classes)
- • Reduce support level in goal
- • Add maintenance goal to prevent regression
For Unmet Goals:
- • Adjust criterion to be more achievable
- • Break into smaller component goals
- • Change measurement type if current isn't capturing improvement
- • Revise based on new FBA data if available
Goal Continuum Planning
Think beyond next year. What's the long-term trajectory?
Year 1: Reduce call-outs from 18 to 10 per period
Year 2: Reduce call-outs from 10 to 5 per period
Year 3: Reduce call-outs from 5 to 2 per period; generalize to inclusion settings
Year 4: Maintain 2 or fewer across all settings with self-monitoring
The Bottom Line
The annual IEP review is your moment to advocate for your student with evidence, not opinions. Your year of data collection has been building to this.
Start early. Organize thoroughly. Present clearly. And always connect data to decisions.
Your student's next year of services depends on how well you tell this year's story.
About the Author
The Classroom Pulse Team consists of former Special Education Teachers, BCBAs, and BCBA students passionate about helping educators navigate the IEP process with confidence and data.
Take Action
Put what you've learned into practice with these resources.
Key Takeaways
- Start preparation 3-4 weeks before the meeting—not the night before
- Organize data into three timeframes: baseline, current performance, and trend over time
- Connect every data point to the IEP goal it addresses
- Prepare for questions about both progress and lack of progress
- Document the story: what was tried, what worked, what changed, and why
Annual IEP Review Preparation Checklist
A comprehensive checklist for preparing behavior data presentations for annual IEP reviews. Includes timeline, document list, and presentation tips.
Tags:
Ready to Transform Your Classroom?
See how Classroom Pulse can help you streamline behavior data collection and support student outcomes.
Organize Your IEP DataFree for up to 3 students • No credit card required
About the Author
The Classroom Pulse Team consists of former Special Education Teachers and BCBAs who are passionate about leveraging technology to reduce teacher burnout and improve student outcomes.
Related Articles
The Four Functions of Behavior: A Complete Guide for Educators
Understanding WHY students behave the way they do is the foundation of effective intervention. Learn the four functions of behavior—attention, escape, tangible, and sensory—and how to identify them in your classroom.
How to Graph Behavior Data: A Visual Guide for Educators
Learn how to create clear, effective behavior data graphs for IEP meetings, progress monitoring, and data-driven decision making. Includes line graphs, bar charts, and trend analysis techniques.
Professional Boundaries & Documentation Ethics for Behavior Support
Navigate the complexities of professional boundaries and ethical documentation in behavior support. Learn scope of practice guidelines, objective documentation language, confidentiality requirements, and how to protect yourself while serving students.