Your Big Picture Guide to the Entire IEP Process: A Step by Step Walkthrough

Hey there, IEP parent! I have been in your shoes (see what I did there?). I am on this same journey, as I am a parent to a disabled child myself. And now, in addition to being a blogger since 2008, I have been a professional special education advocate in real life(!) since 2010 and have attended hundreds of IEP meetings.

Back in the day, (I’m leaning on my cane now), my school district’s IEP coordinator looked me straight in the eye and said, “I appreciate all of your input today Mrs. Lightner, but we are not making any changes to this IEP.”

I knew that wasn’t right. I wasn’t the IEP expert that I am now, but I had been reading and learning as much as I could. My son began receiving services at 6 months of age. As it turns out, I was right. She was predetermining his IEP. Since then, I’ve made it my mission to tell parents to listen to their gut–because your gut is very rarely wrong.

I see you—overwhelmed, anxious, and probably wondering what on earth you just signed up for. The IEP process can feel like you’re entering a dark room without a flashlight. You’ve got school refusal, anxiety, meltdowns at home—and now, you’re expected to advocate like a seasoned pro for your kid’s education.

But here’s the thing: you don’t need to know everything right now. You just need to start.

So, grab a snack (or something stronger, no judgment here), and let’s break down the IEP process together, step by step.

Step 1: Requesting an Evaluation

The IEP journey starts with one simple step: asking for help.

If you suspect your child has a disability that’s impacting their learning, you have the right under IDEA (that’s the Individuals with Disabilities Education Act) to request an evaluation. This evaluation will look at your child’s strengths, weaknesses, and specific needs.

What You Can Do:

• Put It in Writing: Always, always, always make requests in writing. No casual hallway chats or friendly phone calls unless they are followed up with email. Email is your new best friend. A written request creates a paper trail and helps you track what was said and when it was said. Plus, it keeps everyone accountable.
• Be Specific: If you’re worried about reading, ask for specific tests that measure reading skills. If it’s behavior, request a Functional Behavior Assessment (FBA). Be direct—schools love to generalize, and your job is to keep them focused.

Step 2: The Evaluation Process

Once you’ve requested an evaluation, the school has 60 days (or whatever timeline your state uses) to complete it. They’ll use a variety of tests and observations to figure out where your child’s strengths and challenges lie.

This is not the time to get hung up on jargon or numbers—this is about getting a clear picture of your child.

What You Can Do:

• Provide Outside Reports: If you have evaluations from private therapists or doctors, share them. Schools sometimes act like these don’t matter, but they do. They provide another layer of information that the school must consider.
• Ask for Clarification: Don’t nod along like you understand every word. If they say your kid is scoring in the 16th percentile on some obscure test, ask them what that means for your child in a classroom setting. You’re not annoying—you’re advocating.

Step 3: Eligibility Determination Meeting

After the evaluation, the team (including you, always you) meets to decide if your child qualifies for special education services. IDEA lists 13 disability categories, but don’t get hung up on labels.

What’s important is that we want the child in front of us to match the child on paper. If you feel the eligibility category is incorrect, ask for more information. You do not have to sign or agree to anything at the IEP eligibility meeting. You can go home and read what they gave you, read all you can online and talk with others.

The district is also legally required to provide you with someone who can explain these evaluations to you, so don’t be too timid to ask. It’s their IDEA-mandated obligation!

What You Can Do:

• Prepare to Disagree: Schools love to say things like, “Well, he’s not that far behind” and “he’s doing fine!” If you don’t agree with the eligibility decision, you have options. You can request an Independent Educational Evaluation (IEE) at the district’s expense, or you can bring in a private evaluator. Don’t be afraid to push back.
• Know the Categories: Familiarize yourself with the disability categories under IDEA. If they try to tell you your child doesn’t qualify, knowing these categories can help you argue why they do.

Step 4: Developing the IEP

So, your child qualifies. Now what? The team comes together to develop the Individualized Education Program (IEP). This document is the holy grail of your child’s education, outlining everything from goals to services and accommodations.

But remember, an IEP is not set in stone—it’s a living document that can and should be changed as your child’s needs evolve.

What You Can Do:

• Be Clear About Your Concerns: Before the meeting, draft a “IEP Parent Concerns” letter. This document allows you to lay out your biggest worries and what you hope to see in the IEP. It’s your chance to set the tone and ensure your concerns are heard from the get-go.
• Don’t Be Rushed: IEP meetings can feel like you’re on the school’s schedule. But this isn’t speed dating; take your time. If the school tries to push you through, ask to reconvene at a later date. You don’t have to sign anything on the spot.

Step 5: Reviewing the IEP

The IEP meeting is where you’ll hear all about your child’s strengths, weaknesses, and proposed goals. There will be lots of education-speak, and it’s okay if you feel like you’re drowning in it.

What You Can Do:

• Read Every Page: Don’t just skim—read it. Twice. Look at every goal and make sure it makes sense for your child. Goals should be SMART: Specific, Measurable, Achievable, Relevant, and Time-bound.
• Ask for Clarifications and Changes: Don’t be afraid to ask for revisions. If a goal says, “Johnny will improve reading,” that’s not specific enough. You want to see things like, “Johnny will read 60 words per minute with 90% accuracy.”
• Bring a Buddy: Whether it’s a friend, family member, or professional advocate, having someone else in the room can keep you grounded and serve as a witness. IEP teams tend to behave better when they know they’re being watched.

Step 6: Implementing the IEP

An IEP is useless if it’s not implemented correctly.

Now, your child’s teachers, therapists, and the school staff must follow the IEP to the letter. And it’s your job to make sure they do.

What You Can Do:

• Check In Regularly: Don’t wait for the annual IEP review to find out if things aren’t working. Email the teacher every few weeks for updates. Ask about progress on goals and if all accommodations are being used.
• Keep Data: If the IEP says your child gets extra time on tests, document every time this does or doesn’t happen. Schools hate paper trails—they know they’re accountable when it’s in writing. If things aren’t being implemented, use your data to push back.

Step 7: Progress Monitoring and Reporting

The school should be regularly monitoring your child’s progress and sharing reports with you. If they aren’t, make some noise. Progress reports aren’t optional—they’re how you know if the IEP is working.

What You Can Do:

• Understand the Reports: If the progress report looks like a bunch of checkboxes and not much else, ask for details. How are they measuring progress? Is it based on observation, testing, or just a gut feeling? You need specifics.
• Request Data: Schools will often say, “She’s doing well,” but can’t back it up. Ask for the data—scores, work samples, whatever they have. If there’s no data, there’s no proof that the IEP is being followed.

Step 8: Annual IEP Review

Every year, the team meets to review the IEP. This is your chance to tweak goals, update accommodations, and make sure the IEP grows with your child.

What You Can Do:

• Prepare in Advance: Review the IEP weeks before the meeting. Highlight what’s working and what isn’t. Come with suggestions for new goals or services.
• Bring Your Own Data: Teachers might say your child is meeting their goals, but you see something different at home. Bring your own data, like homework samples or behavior logs, to provide a fuller picture of what’s really going on.

Step 9: Re-Evaluation

At least every three years (or sooner if needed), your child will be re-evaluated to see if they still qualify for special education services. This can be a stressful time, especially if you feel your child still needs support.

What You Can Do:

• Request Specific Assessments: If you feel the school’s evaluation missed something, ask for specific tests. Don’t be afraid to challenge the findings or request an Independent Educational Evaluation (IEE) if you disagree.
• Advocate for Continued Services: Schools love to tell you that because grades are “fine,” services are no longer needed. Remember, IDEA states that grades alone do not determine the need for special education. Keep pushing if you know your child still needs help.

IEP Big Picture

I’ve been a professional advocate since 2010 and this site started in 2011. At the time of this writing, I have about 800 different articles here, and a large portion of them are about IEPs.

But, I don’t want to overwhelm you. So I’m going to encourage you to do further reading at your own pace. And, if I can brag for a minute–I am often complimented for my ability to explain this IEP stuff to parents in a way that they can understand it. But, here are some highlights–steps of the IEP process.

1. Ask for IEP Evaluations
2. Attend the IEP Eligibility Meeting
3. Disagree with the meeting results? Consider an IEE.
4. Prepare for your IEP meeting.
5. Attend the IEP meeting.
6. After the IEP meeting.
7. Learn IEP Progress Monitoring.

Remember–IEPs and IDEA are complex beasts! It’s normal to feel overwhelmed while you’re on the learning curve. You will learn this!

Final Thoughts: You’ve Got This

Look, I get it. The IEP process can feel like you’re trapped in a never-ending cycle of meetings, paperwork, and “No, we don’t do that here.” But you have more power than you think. Every step of this process is an opportunity for you to advocate for your child—and that’s what matters most.

So, take a deep breath, arm yourself with knowledge, and don’t be afraid to push back. Remember, the squeaky wheel gets the grease, but the squeaky wheel with data, documentation, and persistence gets the services.

Keep showing up, keep asking questions, and know that you’re not alone in this. We’ve got a whole community of parents cheering you on.

Keep fighting the good fight!