IEP meetings go smoother when you arrive organized, with clear priorities and the right documents. Below is a practical, Massachusetts-specific organizer you can use to prepare—paired with citations to state rules and official guidance.
1) Two Weeks Before: Gather & Organize Key Records
Create a folder (digital or binder) for the last 2–3 years of documents. Organize by section so you can quickly reference data during the meeting.
- Educational records: prior IEPs/504s, progress reports/report cards, attendance, discipline notes, state test results.
- Evaluations/assessments: school evaluations (psych/ed/speech/OT/PT), any Independent Educational Evaluations (IEEs), relevant medical or therapy reports.
- Communication logs: important emails, prior written concerns, meeting notes.
Why this helps: Massachusetts family resources emphasize coming prepared with student information and records to support meaningful participation at the Team meeting. See DESE’s parent resources and family guides.
(MA DESE Parent Information;
FCSN & MA DOE Parent’s Guide)
2) Use Your Right to See Evaluation Summaries Before the Meeting
Under Massachusetts regulation, evaluation summaries must be available to parents at least two (2) days before the Team meeting (upon request referenced in 28.04 and stated in 28.05). If you have a meeting date, ask the district to provide copies in advance so you have time to review and prepare questions.
- 603 CMR 28.04(2)(c): Summaries completed prior to discussion and, upon request, available at least two days before the meeting occurring under 28.05(1).
- 603 CMR 28.05(1): Summaries available to parents at least two days prior to the Team meeting.
Citations:
603 CMR 28.04 &
603 CMR 28.05.
3) Clarify Goals: Parent Concerns & Student Strengths
Jot down your top priorities: what is working, what isn’t, and what outcomes you want this year. The new MA IEP form (rolled out SY 2024–2025) places strong emphasis on student strengths, needs, and clear, measurable goals. Bring a concise “parent concerns” letter and a short strengths profile.
- Review DESE’s Information for Parents on the New IEP Form for preparation tips and how the form supports collaboration. (DESE Quick Reference (SY 2024–2025))
- Use plain language and connect concerns to data (work samples, progress reports, evaluation findings).
4) Build a Meeting-Ready Folder
On top: agenda, your concerns letter, your questions, proposed goals/services you want to discuss, and contact information for private providers. Include copies of key evaluations and any summaries you received in advance.
- Organizational strategies for families are highlighted in Massachusetts family guidance. (FCSN & MA DOE Parent’s Guide;
DESE Parent Information)
5) Day-of-Meeting Tips: Participate Effectively
- Ask for introductions and roles; request clarification of any jargon.
- Bring your organizer, take notes, and refer to data when discussing goals and services.
- Confirm present levels of performance accurately reflect strengths and needs; ensure goals are measurable and aligned to needs.
- If you need a short break to review a proposal, ask for one—this is part of meaningful participation highlighted in family resources.
(DESE Parent Information)
6) After the Meeting: Review the Proposed IEP Carefully
Compare the written IEP to your notes. Check that agreed-upon services (frequency, duration, location), accommodations, and progress monitoring are documented. If something is missing or unclear, request clarification in writing.
- Families receive the Parent’s Notice of Procedural Safeguards (PNPS) annually; it explains your rights and dispute options. (DESE PNPS (Updated May 2025))
Free Tool: We Created a Massachusetts IEP Preparation Checklist (2025)
Use our comprehensive, step-by-step organizer to streamline your prep and follow-through:
Massachusetts IEP Preparation Checklist (2025)
Helpful Resources (Massachusetts)
- MA DESE — Parent Information (Special Education) (Nov. 14, 2024).
https://www.doe.mass.edu/sped/parents.html - MA DESE — 603 CMR 28.04 & 28.05 (updated Dec. 6, 2022): evaluation summaries & Team meeting process.
28.04 |
28.05 - MA DESE — Information for Parents on the New IEP Form: Quick Reference Guide (SY 2024–2025).
Alternate: doe.massachusetts.edu |
Primary: doe.mass.edu - Federation for Children with Special Needs (with MA DOE) — A Parent’s Guide to Special Education (PDF).
https://fcsn.org/wp-content/uploads/2021/08/pgenglish.pdf - MA DESE — Parent’s Notice of Procedural Safeguards (PNPS) (Updated May 2025).
https://www.doe.mass.edu/specialeducation/families/prb/
Need Help?
If you’d like assistance organizing records, drafting parent concerns, or reviewing a proposed IEP, our school-law team (including a former Massachusetts teacher) is ready to help.