Organizing Your Child’s IEP Binder for the New School Year

As I’m writing this, the new school year seems so far away. But, sadly, before we know it summer will be over and the familiar routines of packing lunches and hustling kids out the door will be upon us. For those who have children on IEPs (Individualized Education Plan), organizing your child’s special education files now can help you be prepared for the coming year. 

The first step in creating an IEP binder is to get copies of your child’s files. If you do not have copies of their IEP, evaluations, progress reports, report cards, state testing scores, health or discipline reports, you can make a records request with your school. Under the Parent’s Notice of Procedural Safeguards, you have a right to look at any and all of your child’s records. You can write a letter asking for a copy of your child’s records including any/all of those listed above. Some districts may impose a small fee for reasonable charge that is limited to the cost of reproduction, which you can inquire about in your request.

Once you have your files, buying supplies is the next step. I’ve tried a number of different size binders but find a 2” wide binder is sufficient unless you have a large number of files. I prefer the binders with one-touch opening because fumbling with a wonky binder during a meeting is frustrating. If you plan on organizing by section, you will also need tab dividers but in a pinch I’ve used colored paper. Sticky notes are also helpful and alleviate the need to write on your copies, in the event you need to make a copy for someone such as an advocate or outside provider. 

If you are organizing your files by sections, some section suggestions are 1) IEP and related documents (meeting invitations, Prior Written Notice); 2) Evaluations (school and private); 3) Progress Reports and Report Cards; 4) Work Samples (in school and homework); 5) Communication (emails or letters to/from school) and 6) Behavior (Behavior Intervention Plan, disciplinary notices). I prefer to put the newest items on the top of each section for quick reference. This is just one way to organize your binder and it might not work for everyone. Maybe filing chronologically makes more sense to you. In that case, you could create a file index. By numbering each document in pencil and listing the name of the document and its corresponding number on the index, you can find any file at a moment’s notice. Others may prefer digital files to hard copies, which would require a separate naming and filing system. With a little trial and error, you will find a system that works best for you.

Now that you have created your binder, it’s time to fill it. Taking the time to organize all of your files can be daunting but worth it in the end when you need to put your finger on a test score during an IEP meeting. However, I would suggest NOT re-reading the documents at this time. This can be emotionally triggering and that’s not the goal of this exercise. Set aside another time to refresh your memory and make notes along the way to follow up on at a later date. Support documents can be helpful items to have in your binder. These could include a copy of your Procedural Safeguards, an eligibility flow chart, state timelines associated with the IEP process, a copy of the bell curve and any information specific to your child’s diagnosis. 

Keeping your child’s special education files in an organized binder will help you be a more effective advocate for your child. It will take some time but the more up to date and efficient it is, the more prepared you will feel come IEP meeting time. That time will be here before we know it.