IEP Meetings

Complete Guide to IEP Meetings in California: What Parents Need to Know

If you’re a parent preparing for your child’s IEP meeting in California, you’re likely

feeling a mix of hope and anxiety. Will the school understand your child’s needs? Will

you know what to ask for? Will you be heard?

After over 20 years as a special education teacher and as a mother who has navigated

IEPs for my own child, I can tell you this: You are your child’s most powerful advocate.

And with the right preparation, you can walk into that IEP meeting with confidence,

clarity, and the knowledge you need to secure the support your child deserves.

This guide will walk you through everything you need to know about IEP meetings in

California—from your legal rights to practical preparation strategies that actually work.

What is an IEP Meeting?

An IEP (Individualized Education Program) meeting is a formal gathering where you,

your child’s teachers, school administrators, and specialists come together to create or

review a personalized education plan for your child.

In California, the IEP is a legally binding document that outlines: - Your child’s current

academic and functional performance - Measurable annual goals - Special education

services and supports - Accommodations and modifications - Placement decisions

(where services will be provided)

Here’s what makes California IEP meetings unique: California has some of the strongest

special education protections in the country. Under the Individuals with Disabilities

Education Act (IDEA) and California Education Code, your child has the right to a Free

Appropriate Public Education (FAPE) in the Least Restrictive Environment (LRE).

Who Attends IEP Meetings in California?

California law requires specific team members at every IEP meeting:

Required attendees: - You (the parent/guardian) - You are an equal member of the IEP

team - General education teacher - Provides insight into grade-level curriculum - Special

education teacher - Understands specialized instruction - School district representative -

Has authority to commit district resources - Assessment specialist - Interprets

evaluation results (if assessments were conducted)

Optional but valuable attendees: - Your child (when appropriate, especially for transition

planning) - Related service providers (speech therapist, occupational therapist,

counselor) - IEP advocate or educational consultant (that’s where I come in) - Anyone

with knowledge about your child (tutor, therapist, family member)

Your right: You can bring anyone you want to the IEP meeting. You don’t need

permission from the school. Just notify them in advance as a courtesy.

Your Legal Rights During California IEP Meetings

Many parents don’t realize the full extent of their rights. Here’s what California law

guarantees you:

1. The Right to Participate as an Equal Team Member You’re not just attending the

meeting—you’re a decision-maker. The school cannot make IEP decisions without your

input and consent.

2. The Right to Prior Written Notice Schools must give you written notice of any

proposed changes (or refusals to change) your child’s IEP at least 5 days before

implementation.

3. The Right to Understand If English isn’t your primary language, the school must

provide an interpreter. All IEP documents must be in a language you understand.

4. The Right to Review Records You can request and review your child’s educational

records at any time, and the school must provide them within 5 business days.

5. The Right to an Independent Educational Evaluation (IEE) If you disagree with the

school’s assessment, you can request an independent evaluation at public expense.

6. The Right to Disagree You are never required to sign an IEP on the spot. You can take

it home, review it, request changes, or seek outside consultation.

7. The Right to Record In California, you have the right to audio record IEP meetings.

You must notify the school 24 hours in advance.

How to Prepare for Your Child’s IEP Meeting

Preparation is everything. Here’s exactly what to do in the weeks leading up to the

meeting:

3-4 Weeks Before the Meeting

Document your child’s challenges and strengths: - Keep a journal of specific examples

(dates, situations, outcomes) - Note what’s working and what isn’t at home and school -

Track any behaviors, academic struggles, or social difficulties - Document successes

and progress too

Request all relevant records: - Previous IEPs and progress reports - Assessment results

and evaluation reports - Report cards and teacher notes - Attendance and discipline

records

Identify your priorities: - What are your top 3 concerns? - What specific supports do you

want added or changed? - What goals matter most for your child’s success?

1-2 Weeks Before the Meeting

Review the draft IEP (if provided): California schools often provide a draft IEP before the

meeting. This is helpful for preparation, but remember—it’s a draft, not final.

Look for: - Are the present levels of performance accurate? - Are goals specific,

measurable, and meaningful? - Do proposed services match your child’s needs? - Are

accommodations sufficient?

Prepare your questions: Write down everything you want to ask. No question is too

small.

Consider bringing support: An IEP advocate, friend, or family member can take notes,

ask questions you might forget, and provide emotional support.

The Day Before

Organize your materials: - Bring copies of everything (your records, outside evaluations,

doctor’s notes) - Create a one-page summary of your concerns and requests - Bring

your list of questions - Pack a notebook for taking notes

Take care of yourself: IEP meetings can be emotionally draining. Get good sleep, eat

beforehand, and remember—you’re doing this because you love your child.

What to Bring to Your IEP Meeting

Essential documents: - Copy of current IEP (if one exists) - Your notes about your child’s

progress and challenges - Outside evaluations or medical reports - Work samples

showing your child’s struggles or progress - List of requested accommodations or

services

Optional but helpful: - Audio recorder (with 24-hour advance notice) - Support person to

take notes - Photos or videos showing your child’s challenges (if relevant) - Letters from

therapists, doctors, or tutors

During the IEP Meeting: What to Expect

Typical meeting flow:

1. Introductions (5 minutes) Everyone states their name and role. Don’t rush this—it

sets the tone.

2. Present Levels of Performance (10-15 minutes) The team discusses your child’s

current academic and functional abilities. This is your chance to add information the

school might not know.

3. Goals Review/Development (20-30 minutes) The team reviews progress on existing

goals and develops new ones. Goals should be specific, measurable, and meaningful to

your child’s daily life.

4. Services and Supports (15-20 minutes) Discussion of what services your child needs:

specialized instruction, related services (speech, OT, counseling), accommodations,

modifications.

5. Placement Decision (10-15 minutes) Where will services be provided? General

education classroom with support? Resource room? The law requires the Least

Restrictive Environment.

6. Signatures and Consent You’ll be asked to sign. Remember—you can take the IEP

home to review before signing.

Red Flags During IEP Meetings

Watch for these warning signs:

“We don’t do that here” - California law requires services based on your child’s needs,

not what’s convenient for the school.

“Let’s try this for a year and see” - Goals and services should be based on data and

assessment, not trial and error.

Pre-filled IEP with no discussion - The IEP should be developed collaboratively during the

meeting, not decided beforehand.

Pressure to sign immediately - You always have the right to take the IEP home for

review.

Dismissing your concerns - Your input as a parent is legally required and should be

valued.

No data to support decisions - All IEP decisions should be based on assessments,

observations, and progress data.

What to Do If You Disagree with the IEP

You have several options if you don’t agree with the proposed IEP:

1. Request another IEP meeting You can ask for clarification, propose changes, and

continue the discussion.

2. Provide partial consent In California, you can consent to parts of the IEP you agree

with while continuing to discuss areas of disagreement.

3. Request mediation A neutral third party helps you and the school reach an

agreement. This is free through the California Department of Education.

4. File for due process A formal legal procedure where a hearing officer makes binding

decisions. This is serious and often requires legal representation.

5. File a compliance complaint If you believe the school violated special education law,

you can file a complaint with the California Department of Education.

When to Hire an IEP Advocate

You don’t have to navigate this alone. Consider hiring an IEP advocate if:

• You feel overwhelmed by the process or special education terminology

• The school is denying services you believe your child needs

• You’ve had contentious meetings or feel your concerns aren’t heard

• Your child isn’t making progress despite having an IEP

• You’re facing a due process hearing or mediation

• You want to understand your options for Self Determination Program or alternative

services

• You need help preparing for an important IEP meeting

• You’re new to the IEP process and want expert guidance

As an IEP advocate with over 20 years of special education experience—and as a

mother who’s been in your shoes—I understand both sides of the table. I know what

schools can and should provide, and I know how to ask for it effectively.

Common IEP Meeting Mistakes Parents Make

Mistake 1: Not preparing in advance Walking in without reviewing documents or

identifying priorities puts you at a disadvantage.

Mistake 2: Getting emotional and losing focus It’s natural to feel emotional about your

child, but staying calm and focused helps you advocate more effectively.

Mistake 3: Accepting vague goals “Johnny will improve his reading” is not measurable.

Insist on specific, measurable goals with clear criteria.

Mistake 4: Signing without understanding Never sign an IEP you don’t fully understand

or agree with. Take it home, review it, get a second opinion.

Mistake 5: Not following up After the meeting, monitor implementation. Are services

actually being provided as written?

After the IEP Meeting: Next Steps

Within 24 hours: - Send a thank-you email to the team summarizing what was agreed

upon - Review the IEP document carefully - Note any discrepancies between what was

discussed and what’s written

Within 1 week: - Sign and return the IEP (or request clarifications) - Ask for a copy of the

finalized IEP - Share relevant parts with your child’s outside providers

Ongoing: - Keep communication open with your child’s teacher - Monitor progress

toward IEP goals - Document everything (emails, phone calls, observations) - Request

progress reports as specified in the IEP

Your Child Deserves the Best Support

IEP meetings can feel intimidating, but remember: you know your child better than

anyone in that room. Your observations, your concerns, and your hopes for your child’s

future are not just valid—they’re essential to creating an effective IEP.

California’s special education laws exist to protect your child’s right to an appropriate

education. You don’t have to be an expert in education law to be an effective

advocate—you just need to be prepared, informed, and willing to speak up for your

child’s needs.

If you’re feeling overwhelmed or unsure about an upcoming IEP meeting, I’m here to

help. As a certified IEP advocate and Independent Facilitator for California’s Self

Determination Program, I support families through every step of the special education

process—from IEP preparation to meeting attendance to understanding your options for

alternative services.

Ready to feel confident at your next IEP meeting? Contact me for a consultation.

Together, we’ll make sure your child gets the support they deserve.

About the Author: Lindsey Sparacino is an award-winning special education teacher

with over 20 years of experience, a certified IEP advocate, and an Independent

Facilitator for California’s Self Determination Program. As a single mother navigating

ADHD and special needs, she brings both professional expertise and lived experience to

help families advocate effectively for their children.