How To Write A Letter Requesting An IEP Evaluation: A Comprehensive Guide
Writing a letter requesting an Individualized Education Program (IEP) evaluation can feel overwhelming. You want to ensure your child receives the support they need, and a well-crafted letter is the crucial first step. This guide provides everything you need to know, from understanding the legal framework to drafting a compelling request that gets results.
Understanding the Importance of an IEP Evaluation
Before we dive into the specifics of letter writing, let’s clarify why an IEP evaluation is so essential. The Individuals with Disabilities Education Act (IDEA) guarantees that children with disabilities have access to a free and appropriate public education (FAPE). An IEP is the blueprint for that education, outlining the specific supports, services, and accommodations a child requires. An IEP evaluation is the process that determines if a child qualifies for an IEP. Without this evaluation, your child may not receive the tailored support they need to thrive academically and socially. This initial request letter is the cornerstone of this process.
Know Your Rights: IDEA and Your Child
IDEA provides several critical safeguards for parents. You have the right to request an evaluation at any time if you suspect your child may have a disability. You also have the right to be involved in the evaluation process, review the evaluation results, and participate in the IEP development. Understanding your rights is the first step toward advocating effectively for your child. Familiarize yourself with the specific regulations in your state, as they may offer additional protections or processes.
Pre-Writing Steps: Gathering Information and Observations
Before you start writing, gather as much information as possible. This will strengthen your request and provide the school with a clear picture of your child’s challenges.
Documenting Your Child’s Difficulties
Keep a detailed log of your child’s struggles. Note specific behaviors, academic difficulties, social challenges, or any other areas of concern. Include dates, times, and specific examples. The more concrete examples you provide, the stronger your case will be. This documentation will serve as evidence supporting your request for an evaluation.
Talking to Teachers and School Staff
Reach out to your child’s teachers, school counselors, and any other relevant staff members. Ask for their observations and perspectives on your child’s performance and behavior. Their input can be invaluable in supporting your request. Document these conversations, including the date, time, and a summary of what was discussed.
Reviewing Previous Records and Assessments
Gather any previous academic records, report cards, standardized test scores, and any other assessments that might be relevant. This information will help paint a comprehensive picture of your child’s educational history and current needs. This provides context for the school and helps them understand the history of the situation.
Crafting Your Letter: A Step-by-Step Guide
Now, let’s craft your letter. Follow these steps to ensure your request is clear, concise, and persuasive.
Heading and Salutation
Begin with your contact information (your name, address, phone number, and email address) and the date. Then, address the letter to the principal, special education director, or the person responsible for evaluations at your child’s school. Use a formal salutation, such as “Dear [Name of Principal/Director].”
Clearly State Your Request
The opening paragraph should clearly state your request: “I am writing to request an evaluation for my child, [Child’s Full Name], to determine eligibility for special education services under the Individuals with Disabilities Education Act (IDEA).” This immediately establishes the purpose of your letter.
Provide Specific Examples and Observations
In the body of the letter, provide detailed examples of your child’s difficulties. Refer to the documentation you gathered earlier. Be specific and objective. For instance, instead of saying “My child struggles with reading,” you might say, “During the last reading assessment, [Child’s Name] demonstrated difficulty with decoding multisyllabic words and scored below grade level in comprehension.”
Include Supporting Documentation (and how to send it)
Mention any supporting documentation you are including with the letter, such as previous report cards, teacher observations, or medical evaluations. Specify how you are providing this documentation: “I have enclosed copies of [list of documents] for your review.” Keep a copy of the letter and all supporting documentation for your records. Send the letter via certified mail with a return receipt requested to ensure proof of delivery.
Request a Timeline and Next Steps
Politely request a timeline for the evaluation process and information about the next steps. You might write, “I would appreciate it if you could inform me of the timeline for the evaluation process, including the date of the initial meeting and the anticipated date of the evaluation report.”
Closing and Signature
End your letter with a professional closing, such as “Sincerely” or “Respectfully.” Sign your name and print your name below your signature.
Sample Letter Template: Building Blocks for Your Request
Here’s a basic template you can adapt to your specific situation:
[Your Name] [Your Address] [Your Phone Number] [Your Email Address]
[Date]
[Name of Principal/Director] [School Name] [School Address]
Dear [Name of Principal/Director],
I am writing to request an evaluation for my child, [Child’s Full Name], who is a student in [Grade Level] at [School Name]. I am requesting this evaluation to determine eligibility for special education services under the Individuals with Disabilities Education Act (IDEA).
[Provide specific examples of your child’s difficulties. Be detailed and include dates, times, and specific examples.]
For example: [Provide an example.]
I have also observed [Provide another example].
I have enclosed copies of [List of documents] for your review.
I would appreciate it if you could inform me of the timeline for the evaluation process, including the date of the initial meeting and the anticipated date of the evaluation report. I am available to meet with you at your earliest convenience to discuss this matter further.
Thank you for your time and consideration.
Sincerely,
[Your Signature] [Your Typed Name]
After Sending Your Letter: Follow-Up and Advocacy
After sending your letter, follow up with the school to confirm receipt and inquire about the next steps. Keep detailed records of all communication, including dates, times, and the names of the individuals you spoke with. Be prepared to advocate for your child’s needs throughout the evaluation and IEP development process.
Common Pitfalls to Avoid
Avoid making overly emotional statements or accusations. Focus on the facts and the specific needs of your child. Avoid using jargon or technical terms that the school staff may not understand. Keep your letter concise and easy to read.
FAQs
What if the school denies my request for an evaluation?
If the school denies your request, you have the right to appeal their decision. You can request a mediation session, a due process hearing, or an independent educational evaluation (IEE) at the school’s expense. Consult with an advocate or attorney specializing in special education law to understand your options.
How long does the school have to respond to my request?
Generally, schools have a reasonable timeframe to respond to your request. Most states have specific timelines, often within 30-60 days, to either provide consent for the evaluation or to respond with a written refusal, along with the reasons for the refusal. Check your state’s specific regulations.
Can I request specific assessments for my child?
While you can suggest specific assessments, the school ultimately decides which assessments are necessary to determine eligibility for an IEP. However, you can advocate for the specific areas of concern that need to be addressed during the evaluation.
What happens after the evaluation is completed?
After the evaluation, the school will schedule an IEP meeting to review the results and determine if your child qualifies for special education services. If your child qualifies, the IEP team, which includes you, the school staff, and any other relevant professionals, will develop an IEP outlining the specific supports and services your child will receive.
Can I bring someone with me to the IEP meeting?
Yes! You have the right to bring anyone you choose to the IEP meeting, including an advocate, a friend, a family member, or an attorney. This support can be invaluable during the IEP process.
Conclusion
Writing a letter requesting an IEP evaluation is a critical step in ensuring your child receives the support they need. By understanding your rights, gathering information, crafting a clear and concise letter, and following up with the school, you can effectively advocate for your child’s educational needs. Remember to focus on the specific challenges your child is facing, provide detailed examples, and maintain open communication with the school. By following these guidelines, you can increase the likelihood of a successful evaluation and help your child reach their full potential.