Administrative Procedure 227: Identification, Placement and Review Committee

Legal References

Education Act: Section 170 Duties of Boards: Special Education Programs and Services; O. Reg. 181/98 Identification and Placement of Exceptional Pupils; R.R.O. Reg. 298 Operation of Schools: Section 31: Special Education Programs and Services; R.R.O. Reg. 306 Special Education Programs and Services

Related References

An IPRC is a formal committee that meets and decides if a student should be identified as exceptional and, if so, the placement that will best meet the student’s needs. An IPRC is composed of at least three persons, one of whom must be a principal or supervisory officer of the board. A school board trustee may not be a member of an IPRC.

1.0 Role of Committee
The role of the Identification, Placement and Review Committee (IPRC) is to:

a) Invite the parent(s)/guardian(s) and the student (if 16 years of age or older) to attend the meeting;
b) Review relevant information about the student;
c) Describe the pupil’s strengths and needs;
d) Determine whether a pupil should be identified as exceptional;
e) Identify the area(s) of exceptionality according to the Ministry of Education categories and definitions;
f) Decide on the appropriate placement for the student;
g) Review the identification and placement at least once in each school year unless the parent gives written notice dispensing/deferring with the review; and
h) Provide materials, including applicable Guides, to parent(s)/guardian(s). Alternative formats (e.g., Braille, translation to other languages) provided upon request.
The Avon Maitland District School Board acknowledges and values the integral role of parent(s)/guardian(s) in the IPRC process for pupils with special needs. It is the responsibility of the principal to meet the requirements of Ontario Regulation 181/98 The Identification and Placement of Exceptional Pupils.

2.0 IPRC Procedures
See Appendix A for the IPRC Process and Timeline.

2.1 Requesting an IPRC Meeting: Once a child has been enrolled in school, the parents have the right to request that the principal refer their child to an IPRC. According to the regulation, the principal of the pupil’s school:
      • must refer the student to an IPRC upon receiving a written request from the parent;
      • may, with written notice to the parent, refer the student to an IPRC.

2.1.1 Within fifteen (15) days of receipt of a written request from the parent(s)/guardian(s) to convene an IPRC meeting, the principal of the pupil’s school must:
        • acknowledge the parent/guardian request in writing;
        • provide a copy of the AMDSB Parent Guide to the Identification, Placement and Review Committee Process; and
        • provide a written statement indicating approximately when the IPRC will meet.
        • IPRC Meetings may be conducted in person or virtually.
2.1.2 The principal may, with written notice to the parent(s)/guardian(s), refer the pupil to an IPRC.

2.2 Notice of the IPRC Meeting:

2.2.1 At least ten (10) days before the meeting, the chair of the committee, typically the school principal, must send the parent(s)/guardian(s) written notification of the meeting. This letter will provide information about the date, time, and place of the meeting and asks the parent(s)/guardian(s) to indicate whether they will attend.

2.2.2 Parent(s)/guardian(s) should be informed that they have a right to:
        • be present at and participate in all IPRC discussions about the pupil;
        • be present when the Committee makes its decision about identification and placement; and
        • have a representative present to speak on their behalf and otherwise support them.

2.2.3 Every effort should be made to accommodate the schedule of the parent(s)/guardian(s).

2.2.4 The parent(s)/guardian(s) (or pupil 16 years or older) must receive the same information about the pupil that the chair of the IPRC has received. This information is to be provided to the parent(s)/guardian(s)/pupil as soon as possible following receipt by the chair.

2.3 Attending the IPRC Meeting:

2.3.1 Parent(s)/guardian(s) and the student (age 16 years or older) must be invited to attend and participate in the IPRC meeting.

2.3.2 The Committee will consist of at least three persons, one of whom must be a principal or a supervisory official of the board. For most students, the Committee will be comprised of the principal (chairperson), SERT(s), and the teacher(s) of the student referred for consideration.

2.3.3 A principal may appoint a vice-principal to act in their place as a member of the committee.

2.3.4 The Superintendent (Learning Services and Mental Health and Wellbeing) or designate may attend the IPRC meeting.

2.3.5 Additional resource people may be invited to attend the IPRC meeting. These may include:
a) Board support staff;
b) Learning Services and Mental Health and Wellbeing support staff;
c) Other professionals;
d) Agency contact persons;
e) An interpreter (including a sign-language interpreter), if one is required; or
f) A representative of the parent(s)/guardian(s) or the pupil 16 years of age or older.

2.4 The IPRC shall operate as follows:

2.4.1 At the initial IPRC meeting and at subsequent annual reviews:
        • the results of the pupil’s educational assessment will be considered;
        • any information about the pupil submitted by parents, or by the pupil (16 years of age or older) will be considered;
        • teachers may be asked about the pupil’s achievement, progress, behaviour, assessment results and potential response to changes in placement.

2.4.2 The IPRC Statement of Decision
The committee will make its decision about identification and placement after all the information has been presented, considered and discussed.
The written statement of decision will indicate the following:
        • the categories and definition of any exceptionalities identified, as they are defined by the Ministry of Education;
        • the description of the pupil’s strengths and needs;
        • the IPRC’s placement decision;
        • any recommendations regarding a special education program and reasons for that decision.

2.4.3 The signature of the parent(s)/guardian(s) confirms the identification and placement effective immediately. If the IPRC has identified the child as an exceptional pupil and the parents are in agreement, the principal submits the minutes of the IPRC to the Education Centre.

2.4.4 Where parent(s)/guardian(s) have not signed the IPRC Statement of Decision and have not indicated a wish to appeal the decision, after thirty (30) days of no response, the Committee will implement the identification and placement.

2.4.5 Where parent(s)/guardian(s) decline to sign the IPRC Statement of Decision, the IPRC will be adjourned and every effort shall be made to reconvene at the earliest possible opportunity, with the supervisory official (or designate) as chairperson. This action would normally precede any invoking of Appeal Procedures.

2.4.6 Should a parent(s)/guardian(s) waive or decline to participate in the IPRC meeting, the principal shall send a copy of the IPRC Statement of Decision to the parent(s)/guardian(s) requesting input. After a period of thirty (30) days, in the absence of a request from the parent(s)/guardian(s) to meet with the Committee, the placement decision may be implemented by the board.

2.4.7 A copy of the IPRC Statement of Decision will be retained in the pupil’s OSR along with relevant assessment reports and other documents. A copy shall be provided to the parent(s)/guardian(s) of the pupil. A copy shall be forwarded to the Superintendent (Learning Services and Mental Health and Wellbeing).

2.4.8 All IPRC documents will be generated electronically using the AMDSB documentation platform.

2.5 After the IPRC Decision:

2.5.1 A follow-up meeting of the IPRC may be held at the parent’s request whether or not they agree with the IPRC decision. The parents have fifteen (15) days after receiving the statement of decision to make a written request to the school principal for a second meeting with the committee.
2.5.2 Within thirty (30) school days of a placement being implemented, an Individual Education Plan (IEP) will be completed for every pupil identified as exceptional by the IPRC process.
2.5.3 The plan will be prepared in consultation with the parent(s)/guardian(s) and student age 16 years or older, and a copy provided to them.
2.5.4 For all pupils with an IEP, the principal shall ensure that a Transition Plan is developed and included in the Individual Education Plan.
2.5.5 The IEP will be kept in the student ’s OSR.

3.0 Request for a Review

3.1 At any time after a placement has been in effect for three (3) months, but not before, a request for an IPRC review may be made by:
The school principal with written notice to the parent(s)/guardian(s);
The parent(s)/guardian(s) in a written request to the principal; or
The Director of Education.

3.1.1 A request by a person for an IPRC review cannot be made more than once in every three-month period.
3.1.2 An IPRC review meeting must be held once within each school year, unless the principal of the school at which the special education program is being provided receives written notice from the parent(s)/guardian(s) dispensing with the annual review.

3.2 The IPRC review is subject to the same timelines as the original IPRC process.

3.3 The same people may attend the IPRC review as attended the original IPRC.

3.4 The IPRC will review the placement and identification decisions and decide whether these should be continued or whether a different decision should be made regarding placement and identification.

3.5 After the review, a written statement of decision identifying (confirming or changing) the pupil’s identification and placement will be sent by the chair of the committee to:
the parent(s)/guardian(s);
the pupil, where the student is 16 years of age or older;
the school principal; and Superintendent (Learning Services and Mental Health and Wellbeing)
Please see pdf for Appendix A - The IPRC Process and Timeline

Revised November 2022