IEP Basics · Understanding the System

The IEP Process, Step by Step: What Every Parent Should Know

The IEP process has a specific legal sequence, from the first referral through annual reviews and reevaluations. Most parents don’t learn this sequence until they’re already in the middle of it, which means they miss critical windows to shape the outcome. Understanding each step before you arrive at it changes how you participate.

Step 1: Referral for Special Education Evaluation

The process begins when someone requests that a child be evaluated for special education eligibility. A referral can come from:

• A parent or guardian
• A teacher or school staff member
• A doctor or outside professional (this typically comes through the parent)

Key parent right: You can request an evaluation in writing at any time. Submit the request by email or certified letter so you have a date stamp. Once the school receives a written evaluation request, the clock starts on their response timeline.

What happens next: The school must either agree to evaluate or send you a written notice explaining why they’re declining. They cannot simply ignore the request.

Step 2: Prior Written Notice and Parental Consent

Before the school evaluates your child, they must send a Prior Written Notice (PWN) describing what they propose to do, why, and what evaluation tools they’ll use. You must provide written consent before they can proceed.

What to review: Make sure the evaluation plan is comprehensive. If your child has suspected behavioral needs but the evaluation plan only includes academic testing, request that behavioral and adaptive assessments be added. You can negotiate the scope before you sign.

Step 3: The Evaluation

Once you consent, the school has 60 calendar days (in most states; North Carolina follows this timeline) to complete the evaluation and hold an eligibility meeting. The evaluation should be comprehensive and tailored to your child’s suspected areas of need.

A typical evaluation may include:

• Cognitive assessment (IQ testing)
• Academic achievement testing
• Social/emotional and behavioral assessment
• Speech-language evaluation (if relevant)
• Occupational or physical therapy assessment (if relevant)
• Adaptive behavior scales
• Parent and teacher input forms

Key right: You have the right to contribute your observations and concerns in writing to the evaluation. Ask to be included in the data collection process, not just the results meeting.

Step 4: Eligibility Determination Meeting

The team reviews evaluation results and determines whether the child qualifies for special education under one of IDEA’s 13 disability categories. Eligibility requires two findings: (1) the child has a qualifying disability, and (2) the disability adversely affects their educational performance to the extent that they need special education services.

If you disagree with the eligibility determination: You have the right to request an Independent Educational Evaluation (IEE) at the school’s expense. See what to do when a school denies your evaluation request.

Step 5: IEP Development

If the child is found eligible, the IEP team, which includes you as a required member, develops the initial IEP. This document must include:

• Present levels of academic achievement and functional performance (PLAAFP)
• Annual goals that are measurable and tied to identified needs
• A description of how progress toward goals will be measured
• Special education and related services, including frequency, duration, and location
• Accommodations and modifications
• Least restrictive environment determination and placement
• Transition planning (required by age 16, or earlier in some states)

The initial IEP must be implemented as soon as possible after parental consent, not weeks later when scheduling permits.

Step 6: Implementation

Once you consent to the IEP, the school must implement it as written. Services must be provided in the specific amounts and formats described. If implementation isn’t happening as written, that’s a compliance issue. See what to do when your child’s IEP isn’t being followed.

Step 7: Annual Review

At least once per year, the IEP team must meet to review and update the IEP. This isn’t just a formality, it’s an opportunity to review progress data, update goals, and adjust services based on how your child has responded to the current program.

What parents often miss: You don’t have to wait for the annual review to request a meeting. If you have concerns at any point during the year, you can request an IEP meeting in writing at any time.

Step 8: Triennial Reevaluation

Every three years (or sooner if warranted), the school must reevaluate the child to confirm continued eligibility and update the understanding of their needs. You can request an early reevaluation if you believe your child’s needs have changed significantly.

See also: How to prepare for your IEP meeting and what happens at an IEP meeting.