If It Wasn’t Written, It Never Happened: Avoid This IEP Pitfall

The #1 Advocacy Rule: If it wasn’t written down, it never happened.

Here are some pointers about why creating a written record of your verbal conversations with teachers, therapists, and administrators will help you avoid this major pitfall of the IEP system.

THE WHAT: Email

Email is the cleanest way to send timely communication to all parties involved in the IEP process.

• Create a file folder in your email account dedicated to all communication concerning the IEP process.
• Send weekly updates to providers and the school.
• Cc all support team members on those emails so we can be on the same page. If your child was struggling with a concept during tutoring, then her teachers should know about that so he can be aware and provide additional help.
• Remember to leave emotion out of it. When communicating with the school, you’re wearing your objective Advocate Hat right now, not your parent hat.

THE WHO: All Support Providers

Who is included on these emails? Every service provider that your child is working with, such as teachers, administrators, therapists, advocates or attorneys, tutors, behaviorists, any other support service providers who are familiar with your child’s needs and care.

THE WHY: Concise, Communicative and Congenial

The reason why we create a written record is not litigious but rather so that everyone can remain in the loop and be on the same page. Miscommunication is the downfall of so many good parent/school relationships. Your job is to build a working relationship with your child’s support team. That includes taking on the task of secretary. You are your child’s point person and in doing so you must be concise, communicative, and congenial.

E-MAIL EXAMPLE

Here’s a clear example of what your emails should look like:

To: IEP Coordinator/Point Person

Cc: Meeting Attendees (Advocate or Attorney, Teacher(s), Vice Principal, SLP/OT/PT Therapists, Resource Specialist) & Those who did not attend the meeting but are still important support providers (Private SLP/OT/PT Therapists, Psychologist or Counselor, Tutor, Behaviorist)

Subject: Meeting Recap 3/31/15 – Student A.J.

Dear Team Aiden*,

Thank you for meeting with me today to discuss my son, Aiden Johnson*, and his challenges and successes in school.  After reviewing my notes, I believe it is best to move forward with Speech Language Pathology (SLP) testing. I will be contacting the SLP on staff (she is also cc’d on this email) this week to set up a time to review Aiden’s speech challenges and my additional concerns. My goal is to help Aiden as best we can, and so I would also like to discuss how we can work with Aiden on his goals at home.

Thank you once again for your time. Looking forward to speaking with the SLP this week.

Jenny Johnson*, Aiden’s Mom

(c) 310.555.7126

(e) jennyj@email.com

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*Not real name

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Christine Terry, J.D., is a Special Education Advocate & Founder of Terry Tutors. She created the One Wraparound Service for The Struggling Student, which includes Academic, Behavior, Special Education Advocacy, and School Placement services. Christine truly loves helping students realize their inner potential and the possibilities that await them: “To be a part of a student’s ‘ah ha’ moment is the best feeling in the world because I know I’m helping that student build foundational confidence that will lead to a successful path, not just in school but throughout life!”