
Preparing for Your Annual ISP Meeting: A Family Checklist and Advocacy Guide for Oregon
If you are supporting a loved one with an intellectual or developmental disability in Oregon, the annual Individual Support Plan (ISP) meeting is one of the most important dates on your calendar. It is the formal conversation where the person you love, their team, and their Services Coordinator or Personal Agent sit down together to answer a simple but weighty question: what is the plan for the next year?
Done well, an ISP meeting is empowering. It puts the individual at the center of their own life, names the supports that will help them thrive, and documents the services Oregon will fund through the K Plan or a 1915(c) Medicaid waiver. Done poorly — rushed, form-driven, dominated by clinical language — it can feel like a box-checking exercise that leaves families more anxious than reassured.
The good news is that a little preparation changes the whole experience. This guide walks Oregon families through what to do before, during, and after the ISP meeting so that the plan truly reflects the goals, strengths, and dreams of the individual at the heart of it.
What the ISP Is and Why It Matters
The Individual Support Plan is the document that drives everything Oregon's developmental disability system funds for your family member. It is person-centered by design — meaning it starts from who the individual is, what matters to them, and what kind of life they want — and it lists the specific services, hours, goals, and providers that will support that life over the coming year.
At minimum, the ISP captures:
- The individual's strengths, preferences, interests, and communication style
- Their goals for the year (things like learning a new skill, building friendships, contributing to the community, or gaining more independence at home)
- The types and amounts of paid services authorized — for example, hours of In-Home Attendant Care, days per week of Day Support Activities (DSA), relief care, employment supports, or assistive technology
- Health, behavioral, and safety considerations the team needs to be aware of
- Who is on the support team and how they communicate
- How progress will be measured and reviewed
The plan is reviewed at least annually and can be updated any time there is a significant change — a move, a new diagnosis, a new goal, a provider change, or a shift in the level of support someone needs. Your Services Coordinator (through the County Developmental Disabilities Program, or CDDP) or Personal Agent (through a brokerage) is responsible for facilitating the meeting and writing the plan, but the document belongs, in every meaningful sense, to the individual it is about.
Before the Meeting: Build the Foundation
The most common mistake families make is treating the ISP meeting as a one-hour event. It is really a season of reflection that happens to culminate in a meeting. Starting a few weeks out dramatically changes the quality of the conversation.
Reflect on the past year — honestly
Pull out last year's ISP. Read the goals. Ask yourself:
- What went well? What did your loved one actually enjoy and grow from?
- What was written in the plan but never really happened? Why?
- What changed — in health, schedule, relationships, abilities, interests?
- What new strengths have emerged that nobody has named yet?
- Where did a service fall short, and what would make it better?
- Write these reflections down. Honest notes from the family — including the messy parts — are far more useful than a rosy summary.
Talk with your loved one, in their way
The plan is theirs. Even if your family member uses few words or communicates with pictures, gestures, a device, or behavior, their voice must anchor the meeting. Over the weeks leading up to it, build in conversations about:
- What do they want more of this year? Less of?
- Who do they love spending time with?
- What makes a good day? A hard day?
- Are there new places they want to go, new skills they want to try, new things they want to buy, earn, or contribute?
- Is there anything about their current services they would change if they could?
For nonspeaking individuals or those who use augmentative and alternative communication (AAC), pay attention over time — not just in a single sit-down. Watch what they light up around. Notice where they resist. Ask their Direct Support Professionals and teachers what they have observed. All of that is data your loved one is sharing with you.
Gather input from the whole circle of support
Reach out to the people who know your loved one well — Direct Support Professionals, teachers or transition specialists, therapists, medical providers, family members, chosen family, employers, and friends. A quick email or text message with two or three questions can surface insights that nobody would remember to mention in the meeting itself:
- What strengths do you see that the plan should celebrate?
- What goals would you love to see prioritized this year?
- What supports or accommodations make the biggest difference?
Bring a short summary of what you hear into the meeting.
Review documentation — and bring what is useful
Assemble any recent documents that the team should see or that may inform the plan. Examples include:
- Recent medical evaluations or changes
- Behavioral assessments or positive behavior support plans
- School IEPs, transition plans, or progress reports
- Current medications and any recent changes
- Employment or post-secondary records
- Provider progress notes you have received
- A current communication profile, if your loved one uses AAC or nonstandard communication
You do not need to come with a stack of binders. A one-page snapshot and a short list of specific documents you want referenced is plenty.
Draft your goals list — in plain language
Write down, in your own words, what you hope this year's plan will accomplish. Keep it concrete. Instead of "more social activities," try "at least two community outings per week with peers, with a focus on music and art." Instead of "better independence," try "learning to prepare three simple meals with minimal prompting." Clear goals lead to clear services and clear ways of measuring progress.
Confirm the logistics
A week or two before the meeting, confirm with your Services Coordinator or Personal Agent:
- Date, time, and location (or video link)
- Who will be invited from the team
- How long the meeting is scheduled for
- Whether sensory, mobility, or language accommodations are needed
- Whether your loved one will attend part of the meeting, all of it, or provide input a different way
If the meeting time or place does not work for your loved one's rhythms — mornings versus afternoons, quiet spaces versus busy offices — say so. The meeting should be designed around the person at its center.
During the Meeting: Be a Partner, Not a Passenger
A good ISP meeting is collaborative. The Services Coordinator or Personal Agent facilitates, but families, providers, and above all the individual are expected to shape the conversation. A few practical tips:
Start with strengths and the person
Ask for the meeting to open with a "who is this person" section before jumping into any service numbers. A few minutes spent naming strengths, interests, relationships, and what makes the person unique resets the tone of the entire meeting.
Ask for plain language
If someone uses jargon — "residential ratio," "natural supports," "plan of care," "K state plan hours" — it is completely reasonable to ask, "Can you walk me through what that means in practice for our family?" You are not being difficult. You are doing your job as an advocate.
Slow down on service levels
When the team discusses hours of Attendant Care, days of DSA, relief care allocations, or any other funded service, make sure the numbers match the life you are planning. A few questions worth asking:
- How were these hours calculated?
- Do they account for realistic scenarios — a sick day, a medical appointment, a school break, a summer schedule?
- What do we do if our needs change mid-year?
- What happens if a provider cannot consistently staff the approved hours?
Keep the goals tied to real life
For every goal in the draft plan, ask:
- Whose goal is this, really? Does our family member agree it matters?
- Is the goal written in specific, observable language?
- Who is responsible, what are the supports, and how will we know progress is happening?
Name gaps and preferences
If a service area is under-addressed — for example, if relief care is listed at a level that will not actually let a parent-caregiver rest, or if community access is not reflected — say so. If your loved one strongly prefers certain activities, settings, peers, or staff, it belongs in the plan.
Invite your loved one to lead what they can
Even short participation matters. Some individuals will attend the whole meeting; others will join for the portion about their goals and then leave; some will share through a video they recorded earlier, a picture board, or a trusted person reading their words. Every version counts.
Take notes — or ask someone to
Even with a skilled facilitator, it is hard to track every decision, service number, and action item in real time. Bring a family member or trusted friend to take notes, or ask the team if you can record the audio for your own reference.
After the Meeting: Don't File It and Forget It
The ISP is a living document. What happens in the weeks after the meeting matters as much as what happens in the room.
Read the written plan carefully
- Once you receive the finalized ISP, read it closely. Common things to check:
- Are the correct service types, hours, and providers listed?
- Do the goals match what the team agreed to?
- Are important accommodations, communication needs, and medical considerations captured?
- Are start and end dates correct?
- Is there anything written that you did not agree with, or that does not reflect the meeting?
You have the right to ask for revisions if the written plan does not match what was discussed.
Share it with the people who need it
With appropriate permissions, share relevant portions of the ISP with Direct Support Professionals, employers, teachers, or therapists so that the plan actually shapes day-to-day support. A goal that lives only in a binder is not a goal; it is a wish.
Track progress in small, regular check-ins
Set a quarterly rhythm to look at the plan with your loved one and the team. Are the goals moving? Are services being delivered as written? Has life changed in ways that call for an update? Small check-ins throughout the year prevent the annual meeting from becoming the only time anyone looks at the plan.
Call for an update when life changes
You do not have to wait twelve months to change the plan. If your loved one moves, starts a new school or job, has a health change, develops a new interest, or if family circumstances shift significantly, request a plan update. Oregon's system is built to flex around real lives.
A Few Rights Worth Knowing
Families sometimes walk into ISP meetings unsure of what they are entitled to ask for. A short, non-exhaustive list:
- The right to a person-centered planning process that starts from your loved one's goals, not a pre-set service menu
- The right to bring anyone you want to the meeting — family, friends, advocates, attorneys, cultural or spiritual support people
- The right to request an interpreter, sensory accommodations, or an accessible meeting format
- The right to a written copy of the plan and to request revisions
- The right to disagree, to document your disagreement, and to pursue a grievance or fair hearing if a needed service is denied or reduced
Your Services Coordinator or Personal Agent can explain the specific procedures; a Family Support Specialist or advocacy organization can also help.
How North Star Oregon Partners with Families Around the ISP
At North Star Oregon, we view the ISP meeting as one of the most important conversations in our work together. As a provider of In-Home Attendant Care and Day Support Activities across Oregon — including our DSA locations in Albany, Corvallis, Eugene, Springfield, Salem, and Tangent — we bring observations, progress notes, and honest input to the team so that the plan is grounded in what we see day to day.
We also help families prepare. If you are new to the process or feel unsure about how to shape the conversation, we are happy to talk through what to expect, how our services are described in plan language, and how to connect goals in the ISP to the activities and supports we provide.
Most importantly, we believe the person at the center of the plan should be the loudest voice in the room — and when they need support to make that voice heard, we are proud to stand beside them.
Learn More or Get in Touch
If you are in Oregon and considering services, preparing for an ISP meeting, or wondering how our in-home and DSA programs could fit into your loved one's plan, we would love to hear from you. Visit northstaroregon.com to learn more about our services, our direct-employment model, and the communities we serve, or reach out through our contact page to start a conversation.
The ISP is not just paperwork. It is a plan for a life — and with the right preparation, your family can step into that meeting knowing your loved one's story will be heard, their goals will be honored, and their future will be built on their own strengths.


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