Prior Written Notice (PWN) Explained — Georgia

If you've ever received a form from your child's school before or after an IEP meeting — one that explains what the district is proposing (or refusing) to do — that document has a name: prior written notice, often called PWN. Understanding prior written notice in the IEP process in Georgia is one of the most powerful things you can do as a parent. It's not just paperwork. It's a federally guaranteed communication tool that keeps schools accountable and keeps you informed.

What Is Prior Written Notice?

Prior written notice is a formal, written statement that a school district must send you whenever it proposes or refuses to take action related to your child's identification, evaluation, educational placement, or the provision of a Free Appropriate Public Education (FAPE). FAPE is defined under federal law as special education and related services that are provided at public expense, meet state standards, and are reasonably calculated to enable your child to make meaningful progress (20 U.S.C. § 1401(9); 34 C.F.R. § 300.17).

The right to receive PWN is grounded in the Individuals with Disabilities Education Act (IDEA) at 20 U.S.C. § 1415(b)(3) and (c)(1), and implemented through federal regulation at 34 C.F.R. § 300.503. Georgia follows these federal requirements as part of its state special education rules.

Think of it this way: every significant decision about your child's special education must come with a written explanation — before it happens (or, when a school refuses your request, in response to your request).

When Must a Georgia School District Send PWN?

A school district must provide PWN when it:

• Proposes to initiate or change the identification, evaluation, educational placement, or services for your child
• Refuses your request to initiate or change your child's identification, evaluation, educational placement, or services

Common situations where you should expect a PWN include:

• The school wants to evaluate your child for special education eligibility
• The school proposes a new or changed IEP placement or services
• You request an evaluation and the school agrees — or declines
• The school wants to change your child's placement, even temporarily
• The school discontinues a service or removes a support from your child's IEP

If any of these things happen without a PWN, that is worth noting and addressing directly with the school.

What Must Prior Written Notice Include?

Federal law is specific about what a PWN must contain (34 C.F.R. § 300.503). Every PWN must include:

1. A description of the action proposed or refused — clearly stating what the school wants to do or is declining to do
2. An explanation of why the school is proposing or refusing that action
3. A description of each evaluation, assessment, record, or report the school used to make its decision
4. A statement of your procedural safeguards — a reminder of your rights as a parent under IDEA, including how to get a copy of those safeguards
5. Sources you can contact for help understanding your rights under IDEA
6. A description of other options considered and why those options were rejected
7. A description of any other relevant factors that influenced the decision

A PWN that simply says "we propose to change your child's placement" without explaining why or what was considered is not a complete PWN. You have every right to request a more detailed document.

Prior Written Notice and the Georgia Evaluation Timeline

PWN is closely connected to the evaluation process. In Georgia, once a school district agrees to conduct an initial evaluation, it must complete that evaluation within 60 calendar days of receiving parental consent (Ga. Comp. R. & Regs. 160-4-7-.04). Parents also have the right to request an initial evaluation at any time under federal law (20 U.S.C. § 1414(a)(1); 34 C.F.R. § 300.301).

If you submit a written request for an evaluation, the district should respond with a PWN — either agreeing to evaluate or explaining why it is refusing. That refusal must be documented, explained, and accompanied by information about your rights. Verbal conversations alone do not fulfill the district's PWN obligation.

Tip: Always submit evaluation requests in writing (email is fine) and keep a copy. This starts a clear paper trail and gives the district notice it must respond to formally.

How to Read a PWN — and What to Look For

When you receive a PWN, read it carefully and ask yourself:

• Is the proposed action clearly described? You shouldn't have to guess what the school is planning.
• Is the reasoning explained? Vague justifications like "based on team decision" aren't sufficient without more detail.
• Does it list what evidence was reviewed? Records, assessments, and reports should be named.
• Were other options considered? The PWN must say what alternatives were looked at and why they were not chosen.
• Does it tell you where to get help? There should be information about parent resources and advocacy organizations.

If any of these pieces are missing or unclear, you can respond in writing to the school, note what is missing, and ask for a complete PWN.

What to Do If You Disagree with the PWN

Receiving a PWN does not mean you have agreed to anything. It is notice — not consent. Here is what you can do:

• Respond in writing. Share your concerns, ask questions, and document your disagreement. Keep copies of everything.
• Request an IEP team meeting. You have the right to meet with the team to discuss your concerns before changes take effect.
• Request an Independent Educational Evaluation (IEE) if you disagree with the school's evaluation. The district must either fund the IEE or file for due process to defend its evaluation.
• Contact a Parent Training and Information Center (PTI). Georgia's PTI, the Georgia Parent Training and Information Center (also known as GPTI or Parent to Parent of Georgia), provides free support to families navigating special education.
• Consult a qualified special education attorney or advocate if the stakes are high — for example, if a significant placement change, a manifestation determination, or a potential due process situation is involved.

PWN Is Your Paper Trail

One practical thing to understand: PWN creates a written record of the school's reasoning at the time a decision was made. If a dispute arises later, that record matters. Schools that document their decisions thoroughly, and parents who respond thoughtfully in writing, are both better positioned to resolve disagreements constructively.

Request copies of every PWN your child's school sends. Keep them in your child's IEP binder alongside meeting notes, evaluation reports, and your own written correspondence. Over time, this file becomes an invaluable resource.

A Note on Timing

PWN must be provided a reasonable time before the district implements a proposed action — not after the fact. If you find out a change to your child's program has already happened and you never received a PWN, raise this concern with the special education coordinator or director. Document your concern in writing. In situations where you believe your procedural rights under IDEA have been consistently disregarded, a special education attorney or advocate can help you understand your options.