How to Conduct a 504 Plan Annual Review

The annual 504 review ensures each student's plan remains current, accurate, and aligned with their needs. This guide walks coordinators through the complete annual review workflow — from initiating the review and scheduling the meeting, to documenting all required information and recording the final outcome.

Who This Is For

504 coordinators logged in with coordinator-level access. Campus staff assisting with annual reviews may also reference this guide.

Before You Begin

• You must be logged in as a coordinator.
• Prepare all documentation — teacher input forms, parent input, academic records, and behavioral notes.
• Confirm that meeting participants are available for the scheduled date before sending invites.

Steps

1. Log in as coordinator — Confirm your coordinator login.
2. Access Meeting Manager — Navigate to 504 Plan, then click Meeting Manager.
3. Start the annual review — Select Annual Meeting, then Start Annual Review. Choose the student from the drop-down list.
4. Pre-fill the initial draft — Click Start Review and fill in the tabs with known student information.
5. Save the initial draft — Click Save Initial Draft to return to the Annual Meeting workspace.
6. Schedule the meeting — Enter meeting title, date, time, location, participants, and roles. Upload documents if available and click Send Meeting Invite.
7. Start the meeting — Open the Action Item menu and select Start Meeting.
8. Complete all meeting tabs — Work through Student Information, 504 Committee attendance, Student Identification, Parent Input, Academic Performance, Behavioral and Emotional Functioning, Attendance and Health, Evaluation and Assessment Data, Disability Determination, Additional 504 Supplements, Required Services and Accommodations, Implementation and Monitoring, Least Restrictive Environment, and Meeting Notes.
9. Finalize the review — Select the appropriate outcome: did not qualify, parent refusal, dismiss, or view the plan summary.

Tip: Prepare all documents before starting the review. Using meeting agenda templates in advance will significantly reduce time in the meeting.

Troubleshooting

• Annual review option not appearing — Confirm the student has an active 504 plan and that an annual review is due.
• Meeting invite not sending — Verify all participant email addresses in K12 Plus are accurate.
• Outcome options not visible — All required tabs must be completed and saved before final outcome options appear.