Preparing for Your IEP Meeting: A Checklist for Success

An Individualized Education Program (IEP) meeting is a pivotal moment in shaping your child’s educational journey. With the right preparation, you can move from feeling like a bystander to being a confident, active voice at the table. This step-by-step checklist is designed to help you organize, anticipate, and advocate—so you can ensure your child’s needs are truly understood and addressed.

One Month Before the Meeting

Begin by gathering and reviewing all relevant documents. Read through your child’s current IEP, recent progress reports, report cards, and any evaluations—whether from the school or independent specialists. Highlight both areas of progress and ongoing concerns. This will help you spot patterns, such as a child with ADHD who’s making gains in reading but still struggling with organization or focus.

Start an observation log at home. Note your child’s homework habits, social interactions, and any behaviors that stand out—like increased frustration with math or reluctance to attend school. These real-life examples can be powerful evidence during the meeting, especially if your child’s symptoms (such as anxiety or sensory sensitivities) fluctuate outside the classroom.

Talk to your child about their school experience. Ask what they enjoy, what feels hard, and what they wish was different. Their perspective can reveal needs or strengths that aren’t obvious from test scores alone.

Two Weeks Before the Meeting

Reach out to your child’s teacher and service providers with a friendly email. Ask if they have any major concerns or suggestions they plan to discuss. This not only builds goodwill but can also alert you to issues before the meeting.

Write your Parent Concerns letter—a formal part of the IEP process. Clearly outline your child’s strengths, your concerns, your vision for their future, and what you hope the new IEP will address. Send this to the case manager about a week before the meeting so the team has time to review it.

Draft potential goals for your child. Think about what you want them to achieve in the next year, and frame these as SMART goals: Specific, Measurable, Achievable, Relevant, and Time-bound. For example, “By June, Alex will independently complete multi-step math problems with 80% accuracy in four out of five trials.”

One Week Before the Meeting

Request a draft of the proposed IEP goals and recommendations from the case manager. Reviewing these in advance gives you time to process the information and prepare questions, rather than feeling rushed during the meeting.

Organize your IEP binder. Create sections for evaluations, progress reports, your Parent Concerns letter, and your list of questions. Having everything in one place will help you stay focused and confident.

Check the meeting notice to see which school staff members will attend. Decide if you’d like to bring someone for support, such as a spouse, friend, or advocate. Having another set of ears can be invaluable, especially if the meeting becomes emotional or overwhelming.

The Day of the Meeting

Bring your binder and your list of questions. Having your materials organized will help you stay calm and focused.

Remind yourself that you are an equal member of the IEP team. Your insights and expertise about your child are just as important as the school’s data and recommendations.

Don’t hesitate to ask for clarification if you don’t understand something. Special education is full of jargon and acronyms—asking for plain language is your right.

Keep the conversation centered on your child. The goal is a collaborative plan that supports their unique needs, whether that means more speech therapy, different accommodations, or new strategies for managing anxiety or behavior.

After the Meeting

Carefully review the finalized IEP before signing. Make sure it accurately reflects what was discussed and agreed upon. You are not required to sign immediately—take the time you need.

Send a brief thank-you note to the team. A simple email expressing appreciation for their time and collaboration helps maintain a positive, productive relationship for the future.

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Disclaimer: This post is for general informational purposes only and does not constitute legal advice. Ohio estate planning laws can change, and outcomes depend on your personal circumstances and the evidence available. Always review your situation carefully before making decisions.