Make sure every adult in the building has read the IEP
A staff review letter asks the case manager to confirm which teachers, substitutes and providers hold your child’s accommodation pages, and what each of them was told. This asks about carrying out the plan you already have, so no meeting or evaluation precedes it. You can send it today: paste it into an email, replace what sits in brackets, and write down the day the school received it; the table below says which day starts each clock.
What the rule says
“… The child’s IEP is accessible to each regular education teacher … and any other service provider who is responsible for its implementation; and … Each teacher and provider … is informed of … His or her specific responsibilities …”
34 CFR 300.323(d)
The rule reaches past the case manager to the substitute, the coach and the specialist in the hallway.
When to send it
- A teacher told you at conferences that they had not seen your child’s IEP.
- Extended time appears in first period and vanishes everywhere else on your child’s daily schedule.
- A substitute covered the class for a week and the behavior plan went unused the whole time.
What happens after you send it
| What is being counted | By when | How it is counted |
|---|---|---|
| Staff confirmation | Set by your state | Nothing in IDEA times a reply here, so the count belongs to your state.34 CFR 300.323(d) |
| Complaint decision issued | 60 days | A state agency finishes its investigation and issues a written decision inside 60 days.34 CFR 300.152(a) |
| Complaint lookback | One year | One year is as far back as a written complaint may reach, from filing.34 CFR 300.153(c) |
What the letter has to contain
Which support went missing
A broad complaint about implementation draws a broad reply. Give the accommodation and the class period.
The school tells each provider the accommodations and modifications this IEP requires. 34 CFR 300.323(d)(2)(ii)
Who holds the plan
A list of names turns a promise into something you can check again in the spring, class by class.
The IEP is accessible to every teacher and provider responsible for implementing it. 34 CFR 300.323(d)(1)
Dates and class periods
One bad morning reads as a bad morning. Three dated ones read as a pattern in the file.
An IEP is in effect for each child at the start of the school year. 34 CFR 300.323(a)
Confirmation you can keep
A hallway yes disappears. A reply naming who was told, and when, is the thing you keep.
Prior written notice covers a district’s refusal to act on what you asked for. 34 CFR 300.503(a)(2)
The letter
Replace everything in brackets. The rest sends as it stands.
- To
- The principal, plus whoever assigns your child’s substitutes
- Subject
- Staff who hold [Child’s first name]’s accommodation and service pages
Dear [Principal], copying [Case manager], [Child’s full name] has an IEP at [School name], and it is not reaching every adult on [his/her/their] schedule. What I have seen so far: • [Accommodation, in the words the IEP uses] — missing in [class or activity], [date you noticed] • [Service or support] — [what happened instead], [date] Please confirm three things in writing: • Which teachers, providers, aides and substitutes currently hold the accommodation and service pages • What each of them was told about their own share of the plan • How those supports travel when someone else takes the room I am attaching [the schedule, the emails, or the work that came home]. If the school decides not to act on any part of this, please send that decision as prior written notice, with the contents 34 CFR 300.503 describes. Sincerely, [Your name] [Email] [Best phone number] [Today’s date]
If no answer comes back
Give it whatever count your state sets for a written reply, then push once more.
- Ask the principal, in one line, which staff have been given the pages since.
- Note each missed period on the calendar so the gaps are countable later.
- File the pattern with the district office that tracks IEP implementation complaints.
A no owes you prior written notice: the decision, the reason for it, and the records behind it (34 CFR 300.503).
This is a template, not legal advice: it does not replace your state’s procedures, or advice from someone qualified to read your file.
Have the pages you are writing about read back to you, free.
The review reads every page you upload, names the wording that is vague or missing, and gives you its page number.
Review my IEP — freeFree, no card. It reads your pages and contacts no one.
Where this comes from
- IEP accessibility to staff (34 CFR 300.323)The rule quoted above.
- State complaint procedures (34 CFR 300.152)How a complaint is decided.
- Filing a state complaint (34 CFR 300.153)What a complaint may cover.
- Prior written notice (34 CFR 300.503)What a no owes you.
Response deadlines are set state by state, and the state pages carry each number with its rule.