Supporting neurodivergent wellness through understanding and practical tools
IEP/EHCP Meeting Preparation Guide
Advocating Effectively for Your Child's Educational Needs
Understanding IEPs and EHCPs
📚 What Are These Plans?
These are legal documents that outline your child's needs and the support they're entitled to receive. They're powerful advocacy tools when done properly.
UK: Education, Health and Care Plans (EHCP)
🇬🇧 EHCP Overview
Who qualifies: Children with special educational needs that cannot be met through standard school support
Age range: 0-25 years old
Legal document: School must provide the support specified
Covers: Education, health, and social care needs
Review: Annual review meeting required, plan updated as needed
Process timeline: 20 weeks from request to final plan (legally)
US: Individualized Education Program (IEP)
🇺🇸 IEP Overview
Who qualifies: Children aged 3-21 with disabilities affecting educational performance
Legal document: Protected under IDEA (Individuals with Disabilities Education Act)
Re-evaluation: Every 3 years, or sooner if requested
⚖️ These are legal documents. Schools must follow them. If they don't, you have legal recourse. Know your rights.
Key Sections of Plans
📄 EHCP Sections
Section A: Views/wishes
Section B: Special educational needs
Section F: Provision required
Section I: Placement (school)
Sections C, G, H: Health/social care
📄 IEP Components
Present levels of performance
Annual goals
Special education services
Accommodations/modifications
Participation with non-disabled peers
Transition planning (age 14+)
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Before the Meeting: Preparation
📋 Preparation is Everything
The parents who get the best outcomes are the ones who show up organized, informed, and ready with specific requests. This takes work, but it's worth it.
4-6 Weeks Before
Request meeting date: Ensure enough time to prepare. Request afternoon if possible (less rushed)
Request draft plan/report early: Ask for documents 2 weeks before meeting (legally required in UK)
Identify who will attend: Know who's in the room (teachers, SENCO, psychologist, etc.)
Bring advocate if needed: Friend, family member, professional advocate, or SEND solicitor
2-3 Weeks Before
Read draft plan thoroughly: Highlight concerns, missing information, vague language
Gather evidence: Teacher reports, assessment results, medical letters, examples of work
Document current struggles: Keep log of incidents, meltdowns, missed work, absences
Research accommodations: Look up what other students with similar needs receive
Talk to your child: What do they need? What's hard? What would help?
1 Week Before
Write parent statement: Your concerns, child's strengths, specific needs (see template)
Create priority list: Top 3-5 things you MUST get in the plan
Prepare questions: Write down everything you want to ask
Submit written input: Send parent statement and evidence to school ahead of time
Arrange childcare: Don't bring your child unless required/they want to attend
🚨 Red flag: If school "forgets" to send draft plan, or sends it 2 days before meeting, request postponement. You cannot advocate effectively without preparation time.
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What to Bring to the Meeting
Essential Documents
Draft IEP/EHCP: Printed copy with your notes and highlights
Your priority list: Non-negotiable items you're fighting for
Parent statement: Written summary of your child's needs
Medical documentation: Diagnosis letters, specialist reports
Evidence of struggles: Photos of incomplete work, incident logs, communications with teachers
Examples of successful accommodations: "When the teacher did X, it worked"
Research on accommodations: Printouts of evidence-based strategies
Questions list: Everything you want answered
Notebook and pen: Take notes during meeting
Optional But Helpful
📱 Technology
Phone/tablet: Quick access to research, photos, emails
Voice recorder: Ask permission to record meeting (very useful for review)
Calendar: For scheduling follow-up meetings
☕ Personal Comfort Items
Water bottle: Talking for an hour+ is draining
Snacks: Meetings can run long
Tissues: These meetings can be emotional
Stress ball/fidget: If it helps you focus
💼 Organization matters: Use folders or binder with tabs. Looking organized and prepared signals to the team that you mean business and know your stuff.
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Writing Effective Goals & Provisions
🎯 Goals Must Be SMART
Vague goals like "improve behavior" are useless. Effective goals are Specific, Measurable, Achievable, Relevant, and Time-bound.
SMART Goal Examples
❌ Vague Goal
✅ SMART Goal
"Improve reading"
"By end of academic year, child will read grade-level text at 120 words per minute with 90% accuracy, as measured by curriculum-based assessments"
"Reduce meltdowns"
"Child will use agreed coping strategies (break card, sensory tools) to manage frustration before escalation in 7 out of 10 triggering situations, as documented by teacher log"
"Better handwriting"
"Child will write 5 legible sentences with correct letter formation and spacing, independently, in 10 minutes, on 4 out of 5 attempts"
"Improve social skills"
"Child will initiate conversation with peers during unstructured time, using taught social scripts, 3 times per week, as observed by support staff"
Provisions Must Be Specific
❌ Vague Provision
✅ Specific Provision
"Support from TA"
"1:1 TA support for 15 hours per week, specifically during English, Maths, and unstructured times"
"Access to sensory tools"
"Provision of: fidget tools (3 types), noise-canceling headphones, weighted lap pad, and access to sensory room for 10-minute breaks as needed"
"Differentiated work"
"Modified assignments: 50% reduction in written output, option to respond verbally or with technology, extended time (time and a half)"
"Help with transitions"
"5-minute warning before transitions, visual schedule on desk, adult check-in after each transition to ensure understanding"
⚠️ Fight vague language! Words like "access to," "as needed," "when appropriate" give schools wiggle room to provide nothing. Demand specifics: how much, how often, who provides it, when.
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Common Accommodations to Request
🛠️ Evidence-Based Supports
These accommodations are commonly granted and backed by research. Know what to ask for based on your child's needs.
For ADHD
⚡ ADHD Accommodations
Extended time: Time and a half (1.5x) on tests and assignments
Frequent breaks: 5-minute movement breaks every 20-30 minutes
Preferential seating: Front of class, away from distractions
Reduced workload: Quality over quantity (e.g., 10 maths problems instead of 30)
Fidget tools: Silent fidgets allowed during lessons
Written instructions: Verbal instructions also provided in writing
Organisational support: Daily planner check, assignment tracker, locker help
Test accommodations: Separate quiet room, reader, scribe
For Autism
🧩 Autism Accommodations
Visual supports: Visual schedule, task lists, social stories
Advance warning: Notice of schedule changes, fire drill preparation
Sensory accommodations: Noise-canceling headphones, alternative lighting, sensory breaks
Social skills support: Explicit teaching, lunch bunch groups, peer buddy
Quiet space: Access to low-stimulation room when overwhelmed
Modified PE: Alternative activities if team sports overwhelming
Special interests incorporated: Using interests to teach and motivate
Clear expectations: Rules explained explicitly, no implied social rules
For Anxiety/Emotional Regulation
😰 Anxiety/Regulation Supports
Break card: Non-verbal way to request break without attention
Check-in system: Daily brief meeting with trusted adult
Safe person: Designated adult they can go to when dysregulated
Reduced public speaking: Alternative ways to demonstrate learning
Test anxiety support: Separate room, familiar adult present
Bathroom pass: Freedom to step out without asking
Modified homework: Reduced amount or flexibility in completion
Page 6
During the Meeting: Advocacy Tips
💪 You Are the Expert on Your Child
School staff may have credentials, but YOU know your child best. Speak with confidence. You belong at this table.
Communication Strategies
🗣️ Effective Advocacy Language
"I need clarity on..." (when provisions are vague)
"What specific evidence shows..." (demand data, not opinions)
"Research shows that..." (cite evidence for accommodations)
"Can you put that in writing?" (anything promised verbally)
"I'd like to table this and reconvene" (if you need time to think/consult)
"I respectfully disagree" (when you don't agree with assessment/plan)
"Let's add that to the plan" (making suggestions mandatory, not optional)
"My child deserves..." (framing needs as rights)
Things to Watch Out For
🚩 Red Flags in Meetings
"We don't usually do that" → Irrelevant. What does YOUR child need?
"Budget constraints" → Not your problem. Legally, needs must be met regardless of cost
"We'll see how it goes" → No. Write it in the plan. Monitor and revise formally.
"Let's try X first" → Only if there's a timeline and review date in the plan
"That's a parenting issue" → If it affects education, it's their issue too
"They're doing fine" → Compared to what? Show the data.
Taking Control of the Meeting
✅ DO
Take notes throughout
Ask for clarification
Request breaks if needed
Bring conversation back on track
Stay calm but firm
Request postponement if needed
❌ DON'T
Sign anything on the spot
Let them rush you
Accept verbal promises
Apologize for advocating
Get emotional (take breaks)
Accept "no" without pushing
🖊️ DO NOT SIGN THE DAY OF THE MEETING. Take the draft home. Review it carefully. You typically have 10-15 days to provide written feedback or request changes. Use that time.
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After the Meeting: Follow-Up
Immediate Follow-Up (Within 24-48 Hours)
Send thank you email: Brief, professional, confirms attendance
Type up notes: While memory is fresh, document everything said
Clarify verbal agreements: Email: "Just to confirm, we agreed to X, Y, Z"
Request written copy of finalized plan: Ask for timeline to receive
When You Receive Draft Plan
📝 Review Carefully
Compare to notes: Does it match what was discussed?
Check specificity: Are provisions detailed enough?
Identify omissions: What's missing that should be included?
Check goals: Are they SMART and appropriate?
Look for wiggle words: "May," "when appropriate," "as needed" = red flags
Verify services: Hours, frequency, and who provides clearly stated?
If You're Unhappy With the Plan
🔄 Request Amendments
Submit in writing: Email detailed list of requested changes with rationale
Reference assessments: "The Ed Psych report recommends X, which is missing"
Cite research: "Evidence shows children with ADHD benefit from Y"
Deadline matters: Submit feedback within required timeframe (often 10-15 days)
If School Refuses Necessary Support
⚖️ Know Your Rights
UK: You can request mediation, appeal to SEND tribunal, or get legal representation. Contact IPSEA (Independent Provider of Special Education Advice) or SOS!SEN.
US: Request IEP facilitation, file state complaint, request due process hearing. Contact local parent advocacy groups or Wrightslaw for guidance.
Document everything. All communications, all incidents, all requests. You'll need this if you escalate.
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Monitoring Plan Implementation
👀 A Plan is Only as Good as its Implementation
Schools don't always implement what's written. Your job isn't done when the plan is signed – now you monitor to ensure compliance.
Regular Monitoring
📊 Check-In System
Weekly communication: Brief email or notebook home-school exchange
Monthly review: Ask for progress data on goals
Quarterly meetings: Formal check-in even if annual review not due
Ask your child: "Did you get to use your break card today?" "Did you have TA support in maths?"
Review work samples: Are accommodations being applied?
Red Flags for Non-Compliance
Accommodations not provided: "We forgot" or "we didn't have time"
Services reduced without discussion: TA hours cut, therapy canceled
No progress data: Can't show evidence of progress toward goals
Child reports lack of support: "I don't get extra time" "I don't have fidgets"
Excuses for non-implementation: Budget, staffing, other students, too difficult
Addressing Non-Compliance
📧 Escalation Steps
Email teacher/SENCO: "I've noticed X accommodation not being provided. Can we discuss?"
Formal written complaint to head teacher: Cite specific examples, reference plan
Request emergency review meeting: Don't wait for annual review if serious
Contact local authority/district: Report non-compliance to oversight body
File formal complaint: Through official channels
Legal action: Tribunal/due process if necessary
✅ Document everything! Keep emails, photos of work, incident logs, progress reports. If you end up in mediation or tribunal, contemporaneous records are gold.
Page 9
Parent Statement Template
💡 Tips for strong parent statements:
• Be specific with examples
• Include both positives and challenges
• Focus on educational impact
• Back up with evidence where possible
• Keep professional tone
• 1-2 pages maximum