Do you have established ground rules for IEP meetings? If you don’t or haven’t thought about it, you should – because IEP meetings can be tense affairs. There is often tension between the school and family which can lead to difficult meetings with a lot of emotions.
While high emotions are understandable at times, there have to be rules set in place at the meeting to make sure that it runs smoothly and that everything that needs to be addressed can be. How does that happen? By establishing ground rules for all of your IEP meetings ahead of time.
Here is how to make that happen:
Non-Negotiable Ground Rules at IEP Meetings
Ground rules are non-negotiables. They are the bare minimum of acceptable behavior and actions that are expected at any meeting. The key to establishing these rules for IEP meetings is to communicate them beforehand so that everyone on the team – school and family alike – knows what to expect and how to behave.
Here are five ground rules that you might want to consider establishing for your meetings going forward:
1 – Have an Agenda
Having an agenda and distributing it to attendees ensures that everyone is on the same page. They understand when things will happen, what order the meeting will flow in, and what to expect next.
While having an agenda is imperative, sticking to it is the actual key. If you notice someone getting off-topic or the meeting not going in the way that it needs to go, redirecting it back to the agenda will help.
If you need agendas done for you, visit the TII shop here.
2 – Set a Time Limit
Some IEP team members love to talk and while it is important to have everyone’s input, limiting the time each person has to speak about a particular issue can be especially helpful. While this is probably not applicable to parents and their questions, setting a talking time limit for teachers who are explaining how the child is doing in their class can be especially helpful if you have many teachers attending the meeting.
By explaining the time limit ahead of time, it will make it easier for everyone to stick to it and stay on track. If need be, set a timer on your phone to keep things running smoothly.
You can also utilize a meeting note parking lot where off topic discussions can be written down and saved for later.
3 – No Cursing
While it is rare to have a staff team member cursing during an IEP meeting, it is always a good idea to put the rule in place ahead of time. Emotions can run high and parents can become heated during discussions which makes it not uncommon for cursing to slip out. A gentle reminder in the ground rules ahead of time, before the meeting begins, is always helpful.
4 – Everyone’s Input is Equal and Valued
Sometimes members of the IEP team do not feel equally heard and valued. By indicating that everyone’s input is equal and valued during the meeting, it sends the message that everyone has a seat at the table and a place in the discussion. Make sure families know that their input and observations are especially helpful as they are the experts on their child.
5 – Time for Questions
The agenda should always have a time for questions from team members. Establishing a Q&A time ahead of the meeting, it helps alleviate fears that questions that parents have will not be answered or that there will be no time for other concerns.
Making time for questions an established ground rule for IEP meetings sends the message that everyone will have a chance to participate and have their concerns addressed.
When you send home the draft IEPs to the families, send home this Parent IEP Checklist for them to fill out with questions and comments as they review it. Grab this resource, and so many others when you join The Intentional IEP here or by clicking the image above.
6 – Silence Cell Phones
This one may seem like a no-brainer, but it’s easy to forget that your phone is on and it can easily disrupt the meeting. Just ask everyone to briefly check that their phones are silenced or on Do Not Disturb. If they need to take a phone call, ask them to please step out of the meeting briefly.
7 – Communicate Clearly and Concisely
Express what you need to address without the heavy use of jargon or acronyms. While you may be familiar with them, oftentimes, family members are not. Speak plainly and clearly so that everyone is on the same page.
PRO TIP: Don’t use jargon or acronyms.
8 – Be Open to Ideas and Perspectives
Different viewpoints can lead to stronger IEP plans. Be willing and open to listening to ideas that may be different from your own. When you approach differing perspectives with curiosity, it opens up lines of communication and more possibilities to help your students.
9 – Work Toward a Consensus
While the team may not agree on all aspects of the IEP, coming to a consensus for the good of your student and to meet legal requirements is the goal.
10 – Stay Student-Focused
Remember to keep the needs of your student at the forefront of the meeting. The IEP is about them – always.
Need help with organizing your IEP meetings? The IEP Toolkit will help! Learn more about it here.
Ground rules for IEP meetings are a must. What you put in place as basic rules or codes of conduct can determine how effective the meeting is and the rapport that is established with families. It is always worth the effort.
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