Meeting Notes Template — Compensatory Services Meeting

Source: "Sample Mtg. Notes for Comp Services.docx" — Shannon Flaherty SharePoint share, 2026-01-09. Localized 2026-05-10. Original document was a real meeting notes file with student and parent names; all identifying details replaced with placeholders here.

When to use: Documenting the IEP team meeting that produces a compensatory-services PWN. Pairs with comp-services-pwn-template.md — these meeting notes are uploaded to SP as the file attachment supporting the PWN.

Template

**[Student Full Name] Compensatory Services**

**[Meeting Date]**

Meeting Participants: Shannon Flaherty (MSI), [Case Manager Name] (School Staff), [Parent Name] ([Relationship — Mother/Father/Guardian]). The meeting was held via [phone / in-person / video].

Meeting Purpose: to discuss compensatory [service type — speech/language, OT, specialized instruction, etc.] services.

[Manager / Case Manager Name] reminded the parent that, due to a [DCPS capacity shortage / extended provider absence / other gap reason], [Student First Name] has not received the [service type] services outlined in the IEP during SY [YEAR-YEAR]. The student may therefore be eligible for compensatory services.

[Parent Name / "Parent"] [parent's response or context — e.g., what they had been told, what they observed in the student, any concerns raised].

Upon discussion and review of the data, the team agreed that due to [the length of missed services / data from the Progress Report / other student-specific data], the team agreed that [Student First Name] is eligible for compensatory services. [Person responsible — typically Shannon] explained that [Student First Name]'s information would be provided to DCPS. DCPS will issue an authorization letter in the coming weeks explaining how services will be provided. [Person responsible] will provide parents with the letter once it is received.

[Document any parent questions and answers; if none: "Parent did not have any questions."]

Meeting concluded.

How this fits the workflow

1. Before the meeting: Establish via service log / progress monitoring that a service gap exists. Discuss with Shannon (MSI) before scheduling.
2. At the meeting: Walk through the data with the parent. Get verbal agreement on eligibility. The format above mirrors the actual Shannon-led meeting structure.
3. After the meeting:
   • Upload these notes as a file attachment in SP (Special Programs) under the student's record
   • Generate the comp services PWN referencing this meeting and the data discussed
   • Provide PWN to parent + log communication in SP Contact Logs Part B
   • DCPS issues the authorization letter that specifies how comp services will actually be delivered (frequency, duration, provider)

Drafting notes

• Keep it factual and short. Shannon's original was ~10 sentences. This is a meeting record, not a narrative.
• Capture parent context — even brief observations from the parent ("he talks a little bit, but not much" in the Jadiel original) document that the parent's concerns were heard and considered.
• Name the data source for eligibility — not just "data," but specifically "Progress Report," "service log," "i-Ready scores," etc. This connects the meeting record to the PWN's "basis for decision" element.
• Note who delivers the authorization letter. In the Jadiel original it was Shannon; depending on your case it could be Shannon or you.

Connection to other docs

• The PWN template that documents the team's decision: comp-services-pwn-template.md
• Parent communication logging requirements: parent-communication-log.md
• Background research on comp services PWN scenarios: research/pwn-drafting-guide.md §4B

Source URL

Shannon's SharePoint version (in case she updates it):

https://dck12-my.sharepoint.com/:w:/r/personal/shannon_flaherty_k12_dc_gov/Documents/Sample%20Mtg.%20Notes%20for%20Comp%20Services.docx