IEP Scheduling & Compliance Coordinator

VALLEJO CITY UNIFIED SCHOOL DISTRICT

Human Resources

665 Walnut Avenue, Vallejo, CA 94592

JOB DESCRIPTION

IEP SCHEDULING & COMPLIANCE TECHNICIAN

Title: IEP Scheduling & Compliance Technician Reports To: Program Manager

Department: Special Education / SELPA Work Year: 241 Days per year

Classification: Classified Salary: Range 8

Date Approved: June 2026

DESCRIPTION OF POSITION:

Under general supervision of the Program Manager, the IEP Scheduling & Compliance Technician performs technical

and clerical duties to support Special Education compliance. The position is responsible for coordinating meeting

logistics using established calendars and provided compliance data. This position ensures that the administrative phase of

the IEP process—including scheduling, notification, and documentation—is completed efficiently and complies with

state and federal timelines.

Note:

FUNDING SOURCE -This position is a restricted, grant-funded assignment supported by Medi-Cal

reimbursements. The duration of this assignment is dependent upon the continued availability of these funds.

To perform the job successfully, an individual must be able to satisfactorily perform each essential duty. The

requirements listed on the job description are representative of the knowledge, skills and abilities required. Reasonable

accommodations may be made to enable individuals with disabilities to perform the essential duties.

REPRESENTATIVE DUTIES:

The following is a list of duties that are representative of the position and include, but are not limited to, the following:

Calendar Management & Scheduling:

○ Coordinates IEP meeting schedules utilizing the annual IEP calendar of Annual and Triennial

due dates generated by school sites.

○ Reviews compliance reports provided by the Program Manager or Special Education Data Compliance

Specialist to identify upcoming deadlines.

○ Initiates scheduling for Annual and Triennial IEPs based on site calendars; supports the initial

scheduling of Initial and Amendment IEPs according to specific timelines provided by the Case

Manager or Program Manager.

○ Coordinates the rescheduling of meetings as needed to ensure all required team members can

attend and timelines are met.

● Meeting Coordination & Notices:

○ Prepares and distributes the Notice of Meeting (NOM) to parents/guardians and all required IEP team

members (General Ed teachers, Administrators, Related Service providers).

○ Creates calendar invites, generates virtual meeting links (e.g., Google Meet), and reserves physical

meeting spaces as required.

Parent Communication & Tracking:

○ Serves as the primary point of contact for scheduling logistics; logs all attempts to schedule meetings.

○ Tracks parent responses to the NOM (agree, decline, request to reschedule).

○ Escalates specific parent requests to the Program Manager immediately, including:

■ Requests to audio record meetings.

■ Requests for legal counsel presence.

■ Declination of an Offer of FAPE.

Document Finalization & Signature Management:

○ Distributes draft IEP documents to the team prior to meetings as directed by the Case Manager.

○ Manages the post-meeting signature process using digital signature platforms (e.g., Kami) or by tracking

physical documents.

○ Consent Tracking:
Specifically identifies and reports IEPs signed with "Exceptions" or "Partial

Consent" to the Case Manager and Program Manager for immediate follow-up.

Records Management (SEIS):

○ Scans, files, and uploads final, signed IEP documents and attachments (e.g., assessment reports,

signature pages) into SEIS.

○ Affirms that the electronic file matches the physical/signed documents.

○

Note:

This position accesses SEIS for uploading and file maintenance purposes but does not

independently generate compliance reports or modify IEP document content.

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