Schools must ensure parents have an opportunity to participate in the IEP process, including the IEP meeting. If a parent requests a virtual meeting, the school must consider and provide reasonable accommodations. If in-person attendance is not feasible, IDEA allows participation via:
- Other electronic communication
- Video conferencing (Zoom, Google Meet, Microsoft Teams, etc.).
- Teleconferencing (phone calls).
When it comes to holding an IEP meeting, we know that under the federal IDEA laws and regulations an IEP meeting can be held virtually. While there are no specific federal guidelines for holding a virtual IEP meeting, virtual IEP meetings do fall under “alternative meeting formats” (34 CFR §300.322).
When a parent requests a virtual meeting, the school or district needs to make sure they:
- Document the request and determine if a virtual format meets legal requirements.
- Ensure accessibility and technical support for all participants.
- Maintain confidentiality in compliance with FERPA (Family Educational Rights and Privacy Act).
Prepare Beforehand
In order to be prepared for a virtual IEP meeting, several factors must be taken into consideration. One of the biggest factors is the Internet capabilities of the family. If the family does not have Internet access, a call-in option can be arranged for the parent through a soft phone extension. The school or a local library may also have Internet access that a parent could utilize in the parking lot of the facility.
Even though the meeting is virtual, paperwork still must be mailed home in the time frame it would have been mailed if school had been in session. For example, a draft IEP should go home 5 days prior to the meeting. This IEP Timeline is a great reference.
Arrange for an interpreter of the parent requires one. Additionally, be sure that all parties involved in the meeting receive clear directions about logging in and have a backup plan in case of a technology glitch.
Don’t Rush
Meeting virtually will require more patience than meeting face-to-face. Taking a minute every so often to make sure that everyone can hear, everyone’s tech is working, and nobody has any questions will help to prevent confusion and frustration.
Share Your Screen
If your technology allows, sharing your screen can be a great way to give everyone a visual aid. Even if everyone has a printout of the IEP or evaluation, screen sharing will allow everyone to stay on the same page and lessen confusion. Screen sharing allows people to focus on one section of the IEP at a time.
Signatures and More
Much of the paperwork associated with an IEP requires signatures from teachers, building coordinators, and parents. The parents must sign the invitation, everyone must sign the NOREP, and there may also be other forms, such as medical assistance, that need signatures.
Your district should decide on a consistent way of obtaining signatures. Some districts may mail the papers to the appropriate parties, but this can get time-consuming and expensive. Another option is using an electronic signature service such as DocuSign. Electronic signature services are legally binding and work as a great option when signatures are needed and people cannot be together.
Ensure Confidentiality and Security
Before the virtual IEP meeting, remind participants to be in a private location where confidential information won’t be overheard. You’ll also want to make sure to use password-protected meetings or waiting rooms to prevent unauthorized access to the virtual IEP meeting.
And while recording an IEP meeting is a hot topic, you’ll want to make sure the recording feature is disabled unless explicitly agreed upon and legally compliant.
Establish Clear Meeting Norms
Share the virtual IEP meeting agenda ahead of time via email or sent home with the student. You can also attach the meeting agenda to the calendar invite.
At the beginning of the virtual IEP meeting, you’ll want to set expectations for muting and unmuting, using chat functions, and taking turns speaking. This will help the meeting run more seamlessly.
And just like any other IEP meeting, assign a facilitator to guide the discussion and keep the meeting on track. You will want someone else to take clear meeting notes and summarize key points before concluding. If there are next steps, you’ll confirm those before the end of the meeting as well.
Test Technology Before the Meeting
Last, but certainly not least, you’ll want to encourage all IEP team members to test their internet connection, camera, and microphone before the virtual IEP meeting. Have a backup plan (e.g., phone call option) in case of technical difficulties, and assign someone to help troubleshoot tech issues for the family as they arise.
While schools can consider but are not required to grant virtual IEP meetings, schools must ensure meaningful parent participation. If a school denies a virtual meeting request, they must provide a valid reason and offer alternative ways for parents to participate.
Your goal with holding a virtual IEP meeting is to ensure it is as smooth and effective as an in-person IEP meeting. By following these quick tips and moving forward with patience and a sense of humor, your next virtual IEP meetings will be a success.
IEP writing shouldn’t feel like guesswork! Inside The Intentional IEP, you’ll get access to the expert-led trainings you should have learned in college—covering everything from data collection to goal writing and implementation. Pair that with 10,000+ pre-written, standards-aligned goals and time-saving resources, and you’ll finally have the clarity and confidence you need to write strong, effective IEPs. Join today and start learning what they didn’t teach you in school!
