ONLINE IEP MEETINGS – ARE THEY HERE TO STAY??

Beginning with the closings of school buildings, parents and teachers had to adjust to online IEP, behavior plan and evaluation/re-evaluation plan meetings. It was certainly a challenge at first. Different school systems chose different platforms (Zoom, Microsoft Team, Cisco Webex, etc). Given that it doesn’t look like we’ll be past Covid in the near future, chances are very good that online school meetings will continue well into the next school year, and will likely stick around even after the restrictions have eased. For many parents, especially those who work or have young children at home, the online format allows them to participate in a way that works with their schedule.

IDEA Part B permits alternative means to meeting participation:
IEPs must be reviewed annually. 34 C.F.R. §300.324(b)(1). However, parents and an IEP Team may agree to conduct IEP meetings through alternate means, including videoconferencing or conference telephone calls. 34 C.F.R. §300.328.
In making changes to a child’s IEP after the annual IEP Team meeting, because of the COVID-19 pandemic, the parent of a child with a disability and the public agency may agree to not convene an IEP Team meeting for the purposes of making those changes, and instead develop a written document to amend or modify the child’s current IEP. 34 C.F.R. §300.324(a)(4)(i).
This IDEA Supplemental Fact Sheet will provide more info about what’s coming from the Department of Education: https://www2.ed.gov/about/offices/list/ocr/frontpage/faq/rr/policyguidance/Supple%20Fact%20Sheet%203.21.20%20FINAL.pdf

If you are going to participate, as a parent or guardian, in a virtual IEP meeting, there are a few things to keep in mind.

Tips for Virtual IEP Meetings

The only thing that is supposed to have changed about this IEP meeting is the location. That’s it. Everything else should remain the same.

1. All standard rules still apply. Just because it’s not in person doesn’t mean that there should be any changes to the order or process of holding the meeting. All mandated IEP team members must be in the meeting unless you excuse them.
2. You should still be able to see the IEP draft. If you can’t due to technology issues, request a hard copy of the draft in advance of the meeting. It’s extremely hard to participate if you can’t see what’s being reviewed.
3. Confirm what software they are using ahead of time. If it’s necessary, download it and try it out in advance, if at all possible.
4. Be prepared with your “parent input”. This section of the IEP is often forgotten about, but it’s actually one of the most important sections of the IEP. Whether your meeting is online or in person, be sure to get your thoughts together before the meeting. You can email it to the person who runs your meeting in advance, then add to it as the meeting takes place if and when appropriate.
5. Be professional and respectful. Sit in a quiet room with no distractions. If the kids are home, ask a relative, spouse or neighbor to keep an eye on them while you attend the meeting. Be on time.
6. Regarding recording the meeting, you should NOT record if you are in a 2-party consent state and do not have consent. Staff tends to be more forthcoming when they know that they are NOT being recorded. However, if you feel that you need to record, give the school a request in advance so that they can seek the proper process on their side.
7. Be certain that the device you’ll be using (phone or computer) is charged to 100%. Using video formats often puts a heavy drain on batteries. Best to plug in if at all possible.
8. Make sure that you are in a location with solid wifi or internet access. If you can, use a wired line to access the internet. When the connection goes in and out, it’s hard on everyone.
9. Don’t allow the meeting to be rushed. This is one of the biggest challenges I’ve seen since going online. Meetings seem to be scheduled to complete in half hour or sixty-minute sessions, and this isn’t always possible. Ask in advance for the amount of time that you anticipate it will take. If they say that they don’t have that much time, let them know that multiple meetings will be fine with you.
10. While you don’t have to have your camera on, so much of the messages we convey are through body language. It’s easier to “hear” what people are saying if you can see them. Request that all members have cameras on. If team members decline, it doesn’t mean that you have to do the same. You are showing them that you are invested in your child’s meeting by letting them see your face during the meeting.

If, during a virtual IEP meeting, you don’t feel as though your child’s needs were adequately addressed, put your request for a follow up meeting in writing. Remember to DOCUMENT, DOCUMENT, DOCUMENT any concerns or questions you may have. If it’s not written, assume that it was never said.

If you feel like you need help to keep up with the quickened pace of online IEP meetings, contact our office for advocacy support. We participate in multiple IEP meetings per day and are highly capable at keeping up and keeping track of any needs, concerns or challenges that may arise during the meeting.