Individualized Education Programs (IEPs) are a cornerstone of special education services but navigating them can be challenging—even for seasoned administrators. While most IEPs never face legal challenge, administrators should approach every IEP as though it might. Here are five practical tips to help administrators stay on track, reduce legal risk, and best serve students with disabilities.
1. Write It Down—Now.
If it’s not in writing, it didn’t happen.
IEPs are legal documents, and your district’s actions—or inactions—will be evaluated based on the written record. Whether it’s notes from an IEP meeting, communications with parents, or a summary of services provided, contemporaneous documentation is critical. Whether it’s academic progress, behavior logs, attendance, or service delivery, support every part of the IEP with measurable information and documentation. Don’t rely on memory or informal conversations. Written records protect both the district and the student by ensuring transparency and accountability.
2. Communicate, Communicate, Communicate.
Consistent, clear communication with families and staff is essential.
Lack of communication is one of the most common root causes of conflict in special education. Make sure parents understand the process, timelines, and goals of the IEP. Encourage team members and parents to ask questions and voice concerns early. Parents are not just stakeholders; they’re legally equal members of the IEP team. Even when disagreements arise, always engage them with professionalism and empathy.
3. Manage Expectations, Boundaries, and Time.
IEP meetings can be emotionally charged and time-consuming.
Set clear agendas, define roles, and communicate the scope of the meeting ahead of time. Respect the family’s voice, but also keep the discussion focused and productive. Train team members to stay professional, calm, and student-centered, even when discussions get tough. Well-managed meetings foster trust and help prevent miscommunication.
4. Don’t Miss the Three-Year Reevaluation.
This is not just a procedural box to check.
Every student with an IEP must be reevaluated at least once every three years. These reevaluations are vital opportunities to assess progress, determine whether the student still qualifies for services, and update the IEP based on current needs. Skipping or delaying reevaluations can expose the district to compliance issues and deny the student the tailored support they may now require.
5. Comply with Independent Educational Evaluation Timelines
When a parent requests an Independent Educational Evaluation (IEE) at public expense, the district must respond without delay—either by agreeing to fund the IEE or by filing a due process complaint to defend its own evaluation. Administrators must monitor required timelines, as delays not only undermine parental trust but also expose the district to legal risk. Courts consistently view slow responses as procedural violations, which can lead to findings of denial of FAPE (Free Appropriate Public Education). It’s best to document the date of request, review quickly, and promptly respond to parent.
Final Thoughts
IEPs are about more than just compliance—they’re about crafting a meaningful, individualized roadmap for student success. With these tips in mind, school administrators can help ensure IEP meetings are productive, collaborative, and legally sound. Our team is here to support you in that mission.
Our School and Special Education Law Group is dedicated to helping districts meet their legal obligations while supporting student success.
William Donio is an attorney in Cooper Levenson’s School Law Practice Group in its Atlantic City office. He may be reached at 609-572-7610 or via e-mail at wdonio@cooperlevenson.com
The content of this post should not be construed as legal advice. You should consult a lawyer concerning your particular situation and any specific legal question you may have.