Purpose of School Documents
School documents help families track educational supports, document progress, and prepare for meetings, transitions, and emergencies.
Tip: Keep copies of all finalized documents and written communications from the school.
Educational Plans
IEP Documents
- Current and past IEPs
- Meeting notes
- Progress reports
Upload: IEP PDFs
504 Plans
- Accommodation plans
- Review documentation
Upload: 504 Plan Documents
Evaluations & Reports
School Evaluations
- Psychoeducational evaluations
- Speech, OT, PT reports
- Functional behavior assessments
Upload: School Evaluation Reports
Independent Evaluations
- Private assessments
- Medical-linked evaluations
Upload: Independent Evaluations
Communication & Records
Meeting Records
- Meeting invitations
- Notes and summaries
- Prior Written Notices (PWN)
Upload: Meeting Records
Correspondence
- Email communication
- Letters and notices
Upload: School Correspondence
Attendance, Discipline & Supports
Attendance Records
- Attendance reports
- Excuse notes
Upload: Attendance Records
Behavior & Discipline
- Behavior plans
- Incident reports
- Disciplinary notices
Upload: Behavior & Discipline Records
School-Year Folder Structure (Suggested)
- 2025–2026 School Year
- IEP / 504 Plans
- Evaluations & Reports
- Meeting Notes & PWNs
- Correspondence
- Attendance & Discipline
- Repeat for each school year to preserve history
Bring to the IEP Meeting — Quick List
- Current IEP or 504 plan
- Recent evaluations or progress reports
- Parent concerns and notes
- Relevant medical or therapy summaries
- Emails or written communication related to concerns
Plain-Language Guide to Common School Documents
- IEP: A written plan that explains special education services, supports, and goals.
- 504 Plan: A plan that provides accommodations so a student can access learning.
- Evaluation: Testing or assessments used to understand a student’s needs.
- Progress Report: Updates on how goals and supports are working.
- Prior Written Notice (PWN): The school’s written explanation of decisions made.
- Behavior Plan: A plan to support positive behavior and reduce challenges.
FERPA-Friendly Record Sharing
Educational records are protected under FERPA. Share documents only with individuals who have a legitimate educational interest or written parent consent.
- Keep originals whenever possible
- Use written consent when sharing with outside providers or advocates
- Request copies of records in writing if needed
