How do you meet the needs of all children in your setting including those with disabilities or special needs?

By setting, I assume you mean somewhere other than home - like a play group, day care setting, after school setting, etc. In any case, the best source would be the parent or primary care taker. I would develop a short - 1-2 page form for parents and care takers to profile their children. It would begin with basic information about the child - age, reading ability, toileting, feeding - then ask for more specific information. You could ask for information about any diagnosis the child might have, therapies, diets, specific interventions. You could use open ended questions and multiple choice - to make sure that the form is easy to complete while still providing a good snap shot of the child and his/her abilities and challenges.

After an initial intake - I would follow up with an intake interview where more notes and suggestions are provided. Ask questions like - how well does the child communicate his/her needs, favorite toys, foods, re-inforcers, routines followed. After all of this, I would welcome the parent to communicate as needed - email, daily/weekly journals to parents and the occasional phone call should keep everyone up to speed, handling any issues and seizing any opportunities to help the child thrive.