How to File a Formal Concern or Complaint Before Winter Break

Barbara Sanchez
Dec 1
3 min read

School bus parked outside a snow-covered school, representing students’ routines and transportation considerations before winter break. — As the year winds down, schools often shift into holiday mode — but families may still have serious unresolved concerns about their student’s program, services, or experiences. If you believe your child’s rights under IDEA or Section 504 have been violated, **you still have time to file a formal concern or complaint before winter break**.

This post highlights how Maryland families can document, submit, and follow up so it’s recorded before offices close for the holidays.

1. Start With Your Local School System

Empty chair in a school office, representing the first step of filing a formal concern with the local school system before winter break.

Each Maryland district has its own Formal Concern or Complaint process.

For example:

Howard County Public School System (HCPSS): Use the [Formal Concern Form](https://www.hcpss.org/special-education/concern/) to document your issue. HCPSS’s Office of Compliance and Monitoring reviews these submissions to ensure implementation and timelines meet procedural requirements.

When submitting, include:

The specific issue (e.g., missed service minutes, placement disagreement, inadequate progress reporting).
Key dates and related communications.
Your requested remedy — such as make‑up sessions or updated service delivery.

Keep a copy of your submission (screenshot or PDF) and note the date submitted.

2. Escalate to the State Level if Needed

Vacant administrative office, highlighting the step of submitting a formal complaint to state education authorities if local resolution is unresolved.

If your district’s internal process doesn’t resolve the issue, Maryland families can file with the Maryland State Department of Education (MSDE) Office of Special Education (OSEP) or Office for Dispute Resolution and Compliance (ODR).

Type of Issue	What It Addresses	Where to File
State Complaint	Alleged violations of IDEA or COMAR	MSDE Complaint Form (PDF)](https://marylandpublicschools.org/programs/Documents/Special-Education/DisputeResolution/ComplaintForm.pdf)
Due Process Complaint	Disputes over eligibility, FAPE, or placement	[Due Process Resources](https://marylandpublicschools.org/programs/Pages/Special-Education/DisputeResolution/DueProcess.aspx)
Mediation Request	Collaborative problem‑solving option	[Mediation Form (PDF)](https://marylandpublicschools.org/programs/Documents/Special-Education/DisputeResolution/MediationRequest.pdf)
Section 504 Complaint	Disability discrimination concerns	[OCR Complaint Information](https://www2.ed.gov/about/offices/list/ocr/docs/howto.html)

Email completed forms to OSEPDisputeresolution.msde@maryland.gov or mail them directly to MSDE to ensure a date stamp before the holiday closure.

3. Watch Timelines

Wall clock showing the time, emphasizing the importance of meeting deadlines when filing formal complaints before winter break.

Formal complaints must be submitted within one year of when the alleged violation occurred. Filing before winter break guarantees your documentation enters the queue this calendar year, helping you meet state and federal timelines.

Ask for written confirmation of receipt — MSDE provides an acknowledgment once accepted.

4. Gather Supporting Documents

Stack of organized documents, illustrating the need to collect IEPs, emails, and records to support a formal complaint before winter break.

Include:

IEP or 504 Pages related to the concern
Service Logs or Progress Reports showing missed or altered services
Emails or PWNs highlighting the unresolved issue
A brief timeline of events

5. File and Reset Before the New Year

Person writing on a document, representing the final step of submitting a formal concern and completing the filing process before winter break.

Filing before winter break not only ensures accountability but also gives you peace of mind knowing your concern is on record. Once submitted, take time to rest.

Advocacy requires energy, perspective, and patience.