Diag ARD Navigator Checklist
COMPLIANCE STANDARD MONOCHROME PRINT READY
DIAG ARD NAVIGATOR
A step-by-step checklist optimized for high-contrast black & white printing.
8-WEEK COUNTDOWN
Page 1 of 2
Student Name
Target ARD Date
Annual Due Date
Case Manager
Focus Areas
High-contrast textual markers indicate primary compliance drivers for each task.
CMP Compliance & Deadlines
DAT Data & FIE Synthesis
COL Parent/Student Collab
PST Post-Meeting Protocol
COMPLIANCE NOTE: Never send notice draft goals less than 5 school days before meeting. Document all parent contacts!
State Compliance Window
30 CALENDAR DAYS
To hold ARD meeting following completed initial FIE.
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Phase 1: Long-Range Planning
8 - 6 Weeks Prior
Review Timeline Calendar: Cross-reference annual due dates, re-evaluation dates, and FIE timelines. CMP
Identify Required Attendees: Establish core general education, special education, and administrative rosters. COL
Initiate FIE Data Pull: Review previous evaluations, collect student work samples, and monitor progress. DAT
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Phase 2: Formal Notices & Consent
4 - 3 Weeks Prior
Send First Notice of ARD: Provide parent with Notice and Procedural Safeguards. Document delivery mode. CMP
Secure Parent & Student Input: Send home input forms/surveys, transition questionnaires if 14+. COL
Distribute Teacher PLAAFP Forms: Request written academic and functional performance feedback. DAT
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Phase 3: Synthesis & Draft Distribution
2 - 1 Weeks Prior
Draft IEPM/PLAAFP: Consolidate evaluation findings and state assessment metrics into proposed drafts. DAT
Send Draft IEP Goals & Second Notice: Deliver proposed goals to parent 5 days ahead. Confirm attendance. COL
Finalize Attendee Approvals: Verify availability of Admin, Gen Ed Teacher, and SpEd Teacher. CMP
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Phase 4: ARD Meeting Execution
The Big Day
Prepare Environment & Visuals: Print copies of parent drafts, accommodations page, and signature rosters. COL
Conduct Procedural Formalities: Introduce members, secure signatures, present Procedural Safeguards. CMP
Confirm Minutes & Closeout: Document discussion, mutual agreements, and consensus cleanly. PST
ACTIVE CASE PROGRESS NOTES (HANDWRITTEN FIELD NOTES)
Parent contact dates: 1st: _____ 2nd: _____ 3rd: _____
Evaluation draft reviewed with CM: Date: ______________ Initials: ____
Translation services required? [ ] Yes [ ] No Lang: _________
Surrogate Parent/Advocate involved? [ ] Yes [ ] No Name: _________
DIAG ARD NAVIGATOR | DEEP DIVE FOCUS
Procedural guidance and standard checks designed for perfect black-and-white print output.
COMPLIANCE METRICS Page 2 of 2
1. Compliance & Deadlines
Ensure all procedural timeline limits and composition standards are strictly satisfied under state rules.
Notice Timeline: Meeting notice sent minimum of 10 days before the scheduled ARD.
Required Attendees: Secure commitments from Admin (LEA), General Ed, Special Ed, and Parent/Diag.
LPAC/CTE Attendance: Include LPAC rep (if Emergent Bilingual) and CTE representative (if high school).
Excusals Processed: Sign official attendee excusals PRIOR to meeting start if any core member is absent.
Key Rule: Failing to have a certified Gen Ed teacher who teaches the student violates federal mandate.
2. Data & FIE Integration
Ensure present levels (PLAAFP) and proposed goals directly reference current qualitative & quantitative diagnostic data.
FIE Connection: PLAAFP explicitly links to recommendations from latest Full Individual Evaluation.
Objective Baseline Data: Ensure PLAAFP states current academic levels using real testing metrics (no vagueness).
Accommodation Match: Verify accommodations align directly with identified areas of deficit in FIE.
State Assessment: Specify STAAR/state testing version and support accommodations legally permitted.
Key Rule: Every single proposed IEP goal must tie directly to an identified need written inside the PLAAFP.
3. Parent & Student Collab
Empower the student and their family through collaborative, non-adversarial planning and continuous communication.
Draft Goal Delivery: Ensure parents receive draft goals 5+ days prior to the meeting.
Parent Input Recorded: Log parent hopes, concerns, and insights directly inside the PLAAFP section.
Transition (14+): Student must be invited. Log student transition survey goals for postsecondary success.
Outside Agencies: Secure signed parent consent prior to inviting agency representatives.
Key Rule: Keep a communication log of all phone/email contacts to show collaboration attempts if parent is absent.
4. Post-Meeting Protocol
Ensure clean regulatory closeout, safe file storage, and immediate communication of student service modifications.
Final IEP Verification: Check for syntax errors, missing dates, correct service minutes, and signature checks.
Archive & Lock System: Permanently submit and electronically lock the ARD document within district guidelines.
Distribute Accommodations: Disseminate modified requirements page to teachers, and secure signed receipts.
Log Service Minutes: Ensure service minutes and scheduling matrices are routed properly to registrar/caseload.
Key Rule: Legally, general teachers must receive, understand, and apply updated accommodations from day 1 of the locked plan.
Active Case Tracker & Compliance Log
Write student details & check off phases
| Student Name | ARD Date | Notice 1 | Notice 2 | Draft Sent | Meeting Held | Locked |
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Student Profile Cover Sheet
CONFIDENTIAL RECORD CASE FILE COVER
STUDENT PROFILE COVER SHEET
Place on the front of the student's physical file folder for instant administrative reference.
ACTIVE FILE
1. Student Demographics & Identification
Student Full Name
Date of Birth
MM / DD / YYYY
Current Age / Grade
Age: ___ | Gr: ___
Student ID #
Home Campus / Placement
Assigned Case Manager
Disability Qualifiers & Flags
Primary Disability:
Secondary Disability:
Tertiary Disability:
ESY Eligible
BIP Active
AI / VI Flag
Assessments: [ ] STAAR [ ] STAAR Alt 2 [ ] District Alt
Compliance Dates
Latest FIE Evaluation Date
Next Triennial FIE Due Date
Next Annual ARD Due Date
STRICT LEGAL DEADLINES APPLICABLE
2. Parent / Guardian & Communication Settings
Primary Contact Name
Phone Number
Email Address
Preferred Language
English / Spanish / ______
Interpreter Needed?
[ ] Yes [ ] No
Special Communication / Placement Accommodation Notes
Related Services & Modifications Caseload Quick-Check
Speech (SI)
Occ. Therapy
Phys. Therapy
Counseling
Adaptive PE
Special Trans.
3. Parent Contact & Meeting Progress History
LOG ALL ATTEMPTS
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DIAGNOSTIC CASE FILE RECORD | DO NOT REMOVE FROM FILE FOLDER
