3 Tips for Setting Your IEP Team Up For Success This Back to School Season

Hi friend!

Back-to-school season can feel like a whirlwind, but a few intentional steps can make all the difference.

This post gives you simple, high-impact tips to set your IEP team up for success, plus ready-to-use email templates to keep communication clear and collaborative.

Full disclosure: writing emails isn’t my superpower. 🙈 I have found ChatGPT to be an incredibly helpful assistive technology tool for helping ND people like me communicate in a tone that feels friendly and approachable.

So yes, the email templates you’ll see here were created with AI’s help.

Grab what you need, tweak the rest, and let’s make this year smoother for you and your IEP team. 💛

Tip 1: Plug In All IEP Meetings for the Year

Create a one-page reference sheet with every IEP due date for the year, plus your proposed meeting dates.

I like to set proposed dates about 3 weeks before the actual due date (anywhere from 2–4 weeks works well).

This built-in buffer gives you wiggle room and helps prevent last-minute scrambles or missed deadlines.

Once you’ve set your proposed dates, add them to your IEP team’s shared calendar (e.g., Google Calendar).

💡 Pro tip: If your school uses Google Calendar (or similar), send calendar invites to all team members listed on the IEP. Before sending, email the team to explain your scheduling process and note that these are placeholder dates subject to change.

Here's an email draft that you're welcome to use and adjust to meet your needs:

Subject: IEP Meeting Dates for the Year

Hi team,

This year I’m working smarter (not harder!) by scheduling all of my IEP meetings in advance for the entire school year. These dates are placeholders—completely flexible and subject to change—but they’ll give us a solid starting point and help keep us on track.

If you’re part of a student’s team, you’ll soon receive Google Calendar invites for their meetings.

Thanks for helping make the scheduling process smooth for everyone—here’s to an amazing year!

Best,

[Your Name]

Here's why I love doing this:

🎯 No missed deadlines – Built-in buffer time means never scrambling at the last minute

🎯 Everyone’s on the same page – The whole team knows what’s coming up

🎯 Fewer scheduling conflicts – Helps avoid double booking

🎯 First pick of meeting times – You get your preferred days/times before calendars fill up 😉

Tip 2: Introduce Yourself

If you’re new to a school, or if there are new IEP team members, take the time to introduce yourself early in the year. This sets the tone for positive, collaborative relationships.

If possible, pop into their classroom or office for a quick in-person hello.

If that’s not feasible, or feels a bit out of your comfort zone, send a short email sharing:

• Who you are and your role

• The best way to contact you (email, phone, office location, etc.)

• A friendly note that you’re excited to work together this year

• Optional: Your preferred times for meetings or check-ins

That simple step helps build trust, opens the door for communication, and ensures team members know how to reach you when questions or concerns pop up.

Here's an email draft that you're welcome to use and adjust to meet your needs:

Subject: Excited to Work With You This Year!

Hi [Name or “Team”],

I just wanted to take a moment to introduce myself! My name is [Your Name], and I’m the [your role, e.g., Speech-Language Pathologist] here at [School Name].

The best way to reach me is [preferred contact method, e.g., email at ___ or phone extension ___]. I check messages regularly and will get back to you as soon as I can.

I’m really looking forward to working with you and supporting our students together this year. Please don’t hesitate to reach out if you ever have questions, need information, or just want to touch base.

Here’s to a great year ahead!

Best,

[Your Name]

Tip 3: Check in With General Education Teachers 

Make it a priority to connect with general education teachers that have one or more high-needs students in their class this school year.

These conversations invite collaboration, open lines of communication, and set the stage for a smoother year for everyone.

When you check in, keep the focus on communication so you’re supporting the teacher without stepping into areas outside your role (or stepping on anyone's toes).

Some ideas you might cover:

• The student’s strengths and what they enjoy

• How they communicate best (e.g., verbal, AAC, gestures)

• Strategies that help them stay regulated so they can communicate effectively

• Supports they may need in the classroom to participate and express themselves

By starting these conversations early, you’re not only building a stronger relationship with the teacher, but also making sure the student’s needs are understood and supported from day one.

💡 Pro tip: A quick face-to-face chat works well, but an email can be just as effective, especially if you include practical tips or a one-page “student snapshot” for easy reference.

Here's an email draft that you're welcome to use and adjust to meet your needs:

Subject: Here to Support [Student’s Name] This Year 💛

Hi [Teacher’s Name],

I just wanted to introduce myself and let you know I’m here as a resource and support for you this year when it comes to [Student’s Name]’s communication needs.

I thought it might be helpful to share a few things that make it easier for them to participate and communicate in the classroom:

Strengths: [e.g., loves sharing ideas during group activities, has a great sense of humor, has a wealth of knowledge on (insert special interest), is great at completing independent work, loves numbers and math, is hyperlexic and loves reading anything about dinosaurs]

How they communicate best: [e.g., uses AAC device and gestures, prefers to avoid small talk, loves info dumping about (special interest) and is great a giving presentations]

Supports that help: [e.g., calm, quiet space when feeling overwhelmed; extra processing time before answering, benefits from being given options, verbal check in regarding need for a break, noise dampening headphones when working with a group]

These are just some starting points. Let's touch base periodically to see what’s working and what we might want to adjust as the year goes on. 🙂

Thanks so much for being part of [Student’s Name]'s support team! I’m looking forward to working together!

Best,

[Your Name]

I hope these tips make the start of your year a little smoother! Kicking things off with clear communication and a collaborative vibe with your IEP team can make all the difference for you and your students.

Happy collaborating my friend! 💛