It's Monday today, and an ongoing snow storm has shutdown all commutes and has the potential to be the biggest winter storm in years for the Washington DC area. A total of around 6-12 inches of snow is forecast for our reagion. Here I am bundled up in the couch, just finished our school's virtual meeting and I'm about to write an IEP.
I have all the data—evaluation reports, progress monitoring, teacher input, service logs, observations, parent notes. Everything I need is right in front of me. And yet, I’m staring at a blank screen.
Not because I don’t know my student. Not because I don’t care. But because writing a 37-page IEP—one that is thoughtful, compliant, data-driven, and readable—takes an incredible amount of mental energy.
On average, it used to take me about four hours to write a single IEP from start to finish. Four hours of deep focus, cross-referencing, checking alignment, and rewriting sentences so they were accurate, legally sound, and parent-friendly. Multiply that by a full caseload, and suddenly evenings, weekends, and “just one more section” became the norm.
What I didn’t struggle with was knowing what to say. What I struggled with was how to say it clearly, consistently, and efficiently.
That’s where AI entered my workflow—and changed everything.
How I Use AI as a Special Education Professional (Not a Shortcut)
Let me be very clear: I do not use AI to think for me. I still analyze the data. I still make instructional decisions. I still ensure IDEA compliance and alignment across the IEP.
What AI does for me is help me organize my thinking, overcome writer’s block, and turn dense data into clear, professional language. Instead of starting with a blank page, I start with a draft that I can refine, personalize, and review carefully.
Used responsibly, AI has helped me cut my IEP writing time almost in half—without sacrificing quality or integrity.
And I know most special education teachers and case managers can relate with me. What I am sharing with you below are the exact prompts I use when I’m writing IEPs. They’re practical, flexible, and designed for real case managers doing real work.
The Top 10 AI Prompts I Use When Writing IEPs
1. Writing Present Levels (PLAAFP)
When I’m surrounded by data and don’t know where to begin, this is always my first step.
Prompt:
“Using the data below, write a clear, parent-friendly Present Levels of Academic Achievement and Functional Performance that describes [the student]’s strengths, needs, and how the disability impacts progress in the general education curriculum.”
This helps me transform raw numbers and notes into a narrative that tells the student’s story in a way families and team members can actually understand.
2. Highlighting Student Strengths
I believe deeply in strength-based IEPs, but articulating strengths clearly takes intention.
Prompt:
“Based on the information provided, write a strength-based summary highlighting [the student]’s academic, social-emotional, behavioral, and functional strengths.”
This ensures strengths are meaningful, individualized, and not copied from last year’s document.
3. Identifying Educational Needs
Needs must be rooted in data—not assumptions.
Prompt:
“Analyze the data below and identify [the student]’s primary educational needs that should be addressed through specially designed instruction.”
This helps me clearly link assessment data to instructional planning.
4. Writing Measurable Annual Goals
Goals are where everything comes together—and where precision matters most.
Prompt:
“Using the present levels and identified needs, write measurable annual IEP goals that include condition, skill, criteria, and method of measurement.”
I always review and adjust, but this structure saves me time and mental fatigue.
5. Creating Short-Term Objectives or Benchmarks
For students who require objectives, this is a huge time-saver.
Prompt:
“Break the annual goal below into three to four developmentally appropriate short-term objectives or benchmarks.”
It helps ensure progression is logical and measurable.
6. Writing Specially Designed Instruction (SDI)
This section often becomes vague if we’re not careful.
Prompt:
“Based on [the student]’s needs, write examples of specially designed instruction that support access to the general education curriculum.”
This helps me articulate how instruction is adapted—not just that it is.
7. Selecting Accommodations and Modifications
Accommodations should be intentional and justified.
Prompt:
“Using [the student]’s needs, recommend appropriate classroom and testing accommodations and explain the purpose of each.”
This keeps accommodations aligned with actual barriers to access.
8. Progress Monitoring Language
Clear progress monitoring protects students and teams.
Prompt:
“Write a progress monitoring statement that explains how progress toward the annual goal will be measured and reported to parents.”
This ensures transparency and consistency.
9. Summarizing Parent Concerns
Parent voice matters, and wording matters.
Prompt:
“Summarize the parent concerns provided below in respectful, neutral, and collaborative language suitable for an IEP document.”
This helps preserve trust while accurately documenting concerns.
10. Creating an IEP Summary
Before meetings or final review, I always want the big picture.
Prompt:
“Create a concise IEP summary highlighting [the student]’s strengths, needs, goals, and services.”
This AI Supported IEP Writing Toolkit for SPED Teachers of All Levels has been a very helpful resource for me. You can customize and modify these AI prompts based on your needs as a case manager or how you want your information to be presented. For example, fill in your student's name in [the student]'s. This is invaluable for team discussions and case management clarity.
What This Has Changed for Me
Using AI hasn’t made me less professional—it’s made me more sustainable.
I spend less time fighting the blank page and more time thinking critically about instruction, progress, and student outcomes. I walk into meetings more prepared. I leave work with more energy. And I write IEPs that are clearer, more cohesive, and more student-centered.
IEPs will always require expertise, judgment, and heart.
AI doesn’t replace that.
It simply gives me my time—and my focus—back.
And in special education, that matters more than ever.
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