Illinois Assistive Technology Program Funding Manual

Having good documentation makes you a more powerful advocate. It puts things on paper that may need to be recalled later. Any time you write a letter to the school or other organization you should either:

That way you know exactly when it was received and who it went to. In many instances the receipt of the letter starts the clock on mandated timelines.

Full name of the superintendent of schools
Superintendent of Schools
District number
Street Address
City, State, Zip Code

My/Our son/daughter, __________________ (child's full name), is an IDEA-eligible student. He/She attends _______________________ (name school) in ______________ (name town). She is in _____________ (name grade), and his/her teacher is ____________ (name teacher).

I/We am/are writing to request that he/she be evaluated for special education services. I/We have been worried lately that he/she is not doing very well in school and that he/she may need some special help in order to learn.

I/We am/are referring ______________ (child's name) for a special education evaluation/reevaluation for the following reasons:

I/We understand that if the school district accepts my/our referral request them the district must obtain my/our consent prior to conducting the _____________ (evaluation/reevaluation). I/We also understand that your receipt of letter starts a 60-school-day timeline. I/We know I/we have to give written permission in order to have _____________(name of child) tested. However, I/we would like to know more about the tests, the testing process, and when this can be done.

I/We would be happy to talk with you or another school official about my/our child. You can reach me/us during the day at ______________________ (list your preferred mode of contact).

cc:
List anyone that you will send a copy of the letter. It's usually a good idea to copy anyone named in the letter and/or the school principal, supervisor of a program, director of special education, and/or superintendent. Also, you can copy your advocate/attorney, State Board of Education, or other organization/agency that can have direct impact on the outcome. Be sure to keep a copy for your files!!

Sample letter to bring up an issue

Having good documentation lets you be a more powerful advocate. It puts things on paper that may need to be recalled later. Any time you write a letter to the school or other organization you should either:

That way you know exactly when it was received and who it went to. In many instances the receipt of the letter starts the clock on mandated timelines.

Your Name
Street Address
City, State, Zip Code
Daytime Telephone Number
Email Address

Full Name of Person to whom you're writing
Title
Name of School/Organization
Street Address
City, State, Zip Code

I/We am/are writing because ______________________ (explain why you are writing. This may take several sentences, but try to do it as concisely as you can).

I/We am/are sure you want to remedy this issues as much as I/we do. _______________ (Now, paragraph explain what you would like to have happen or what you want changed. You may briefly say what you would not like, but spend most of this paragraph saying what you want.).

(Here, say what type of response you want. For instance, do you need to meet with anyone, do you want a return letter, or a phone call?)

I/We look forward to your timely response about this issue. Please contact me/us by ______________(list your preferred mode of contact) before _____________. (name a date. 10 days is reasonable, unless the issue requires immediate attention, safety or health for example).

Sample to follow-up letter to a meeting or phone call

email it,
send it "return signature" through the postal service, or
deliver it in person and note who took the letter.

That way you know exactly when it was received and who it went to. In many instances the receipt of the letter starts the clock on mandated timelines.

Your Name
Street Address
City, State, Zip Code
Daytime Telephone Number
Email

Date

Full Name of Person to whom you're writing
Title
Name of School/Organization
Street Address
City, State, Zip Code

Dear (name),

On __________ (name date) we spoke/met to discuss _______________ (list topic). During our conversation you agreed to ______________ (document what the person agreed to do, or not do).

We also discussed ______________ (include other issues or remarks you want a written record of).

Please let me/us know, in writing, and within 10 days, if you believe anything in this letter is inaccurate. Otherwise it will stand as an accurate record of our conversation.

Sample Letter to Request Independent Assistive Technology Evaluation

That way you know exactly when it was received and who it went to. In many instances the receipt of the letter starts the clock on mandated timelines.

Full name of the superintendent of schools
Superintendent of Schools
District number
Street Address
City, State, Zip Code

As _____________ (child's name) parents, we believe the time has come to consider assistive technology for all his academic needs. Specifically we believe assistive technology can help him with the following educational needs.

We request, at public expense, an assistive technology evaluation by a qualified examiner who does not work for the school district or other public agency responsible for my/our child's education. Please ensure that the qualified professional determines what kinds of technology are appropriate to meet his educational needs, including:

I/We understand that if the school district turns down my/our request, the district must immediately request a due process hearing. I/We also understand that if the school district accepts my/our referral the district must obtain my/our consent prior to conducting the evaluation.

I/We would appreciate it if you would contact me/us , either by traditional mail or email, at your earliest convenience, to let me/us know whether the independent assistive technology evaluation will be provided, or when the due process hearing will be scheduled.

Sample letter to request an IEP review meeting

That way you know exactly when it was received and who it went to. In many instances the receipt of the letter starts the clock on mandated timelines.

No matter where your child receives services, it is the local school district that is responsible for ensuring that your child receive a "free appropriate public education". For that reason the Superintendent of Schools for your local school district should receive any letter regarding the IEP, its implementation or other concerns you have.

Full name of the superintendent of schools
Superintendent of Schools
District number
Street Address
City, State, Zip Code

I/We am/are writing to request an IEP review meeting. I/We would like to discuss making some possible changes in ______________________ (child's name) IEP. My current concerns are:

I/We would also like to have (name of specialists) attend. I/We think his/her/their ideas about the changes we may make will be valuable.

I/We understand that if the school district agrees to convene an IEP meeting, it must provide the 10-day notification of the meeting. I/We also understand that if the school district does not agree to convene an IEP meeting, it must provide written notification of its refusal including an explanation of the reason no meeting is necessary. These notifications must be provided within 10 days after the receipt of my/our request.

I/We am/are available to meet with you on _________ (name days) between __________ (give a range of time, such as between 2:00 and 5:00). Please let me/us know what time would be best for you.

I/We look forward to hearing from you soon. You can reach me/us at, __________ (list your preferred mode of contact). Thank you for your time.

Sample letter to request seeing your child’s school records.

That way you know exactly when it was received and who it went to. In many instances the receipt of the letter starts the clock on mandated timelines.

Full name of the superintendent of schools
Superintendent of Schools
District number
Street Address
City, State, Zip Code

I/We request to see both cumulative and confidential records, health records, psychological testing, and any other records the school district holds on my/our child. I/We will also need copies of all or some of these records.

I/We understand that you have 15 calendar days to make those records available to me. Please let me/us know where and when I/we can come in to see them. You can reach me/us during the day at ____________ (list your preferred mode of contact).

I/We look forward to hearing from you soon. Thank you for your consideration.

Sincerely yours,

Sample letter requesting an independent educational evaluation at public expense.

That way you know exactly when it was received and who it went to. In many instances the receipt of the letter starts the clock on mandated timelines.

Full name of the superintendent of schools
Superintendent of Schools
District number
Street Address
City, State, Zip Code

I/We am/are writing to inform you that I/we disagree with the test(s), and would like to have _____________ (child's name) re-evaluated.

Today, I/we request an independent educational evaluation at public expense, for the following
reasons:

I/We understand that if the school district turns down my/our request, the district must immediately request a due process hearing. You have five days from the date you receive this letter/email to respond to my/our, or you must immediately request a due process hearing. I/We also understand the school district “must generally take such action without undue delay and in a manner which does not interfere with a student’s right to receive a free appropriate public education.”

Please contact me/us at your earliest convenience to let me/us know whether the independent evaluation or when the hearing is scheduled. During the day you can reach me/us at _________ (list your preferred mode of contact).

Letter requesting a mediation hearing

Anytime you have a serious disagreement with the school and you feel it isn't getting resolved, you may request mediation. In mediation, you and school personnel sit down with an impartial third person (called a mediator), talk openly about the areas where you disagree, and try to reach an agreement. Mediation should not deny or delay a parent's right to a due process hearing or to deny any other rights afforded IDEA. Mediation is voluntary, though, and both parties must agree to meet with a mediator.

Full name of the Superintendent of the Illinois State Board of Education (Find name of current ISBE director here)
Superintendent, Illinois State Board of Education
100 North 1st Street
Springfield, Illinois 62777

My/Our son/daughter, __________________ (child's full name), is an IDEA-eligible student. (If the child does not live at home with his/her parents, add his address here.) He/She attends _______________________ (name school) in ______________ (name town). She is in _____________ (name grade), and his/her teacher is ____________ (name teacher).

I/We am/are writing to inform you that, in my opinion, my/our child's school is not complying with Illinois' requirements for a free appropriate public education.

I/We have been unsuccessful in resolving this dispute, and I/we request mediation so that we may resolve our differences and ensure my child receives a free appropriate public education. I/We hope that mediation will resolve this disagreement so it will not be necessary to request an impartial due process hearing.

I am filing a request for mediation because I believe the following practices/actions are a violation of his/her rights.

I would like the mediation to be done as soon as possible. Please let me know when the mediation will be and where we will hold it. You can reach me during the day at ______________ (list your preferred mode of contact). Thank you for your assistance in this matter.

Sample letter requesting a due process hearing

That way you know exactly when it was received and who it went to. In many instances the receipt of the letter starts the clock on mandated timelines.

IDEA has very specific requirements for a due process request letter. If the information is incorrect, incomplete or not provided, your request for a due process hearing may be delayed until the request letter meets legal requirements. Also be aware that the completed letter must go to all of the named people you identify in the letter.

Full name of the superintendent of schools
Superintendent of Schools
District number
Street Address
City, State, Zip Code

I/ We am/are writing to request a due process hearing. I/We am/are requesting the hearing because:

Please contact me/us if you have any questions or want more information. You can reach me/us at ___________ (list your preferred mode of contact).

I/We also request that this hearing be (open/closed) to people other than those directly involved. ____________ (Child's name) will/will not attend the hearing.