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A Guide To Conduct Virtual IEP Meetings Like A Pro

12th August 2021

We all know and understand the fact that Individualized Education Programs (IEP) or 504 Plan supports a special needs child greatly. However, since the inception of the global pandemic, the special education sector also has been affected a lot. It has been a challenging task to teach the special needs children effectively however, there are various upgraded online special education courses that help to support these children in a better way.

With the sudden shift from in-class to online, special needs educators are concerned about the capacity to deliver apt services to meet the requirements of each student. Additionally, they also worried about falling out of passivity with the kid’s individualized education program (IEP) or 504 plan.

So, how to conduct virtual IEP meetings successfully? We have shared some hands-on tips and suggestions that will help you to conduct it effectively.

1. Online Conference Alternatives

Consider various kinds of updated web conference alternatives. You will soon recognize not every household will have access to video conferences. Try Google Hangouts, it offers the chance to create conference calls by using both phone numbers as well as email addresses. School staff can also be requested through their work emails and parents can be called through their chosen number.

2. Coordinate District Calendars

Google Voice is a different great tool for calling parents as it offers you a unique number that they can use for communication purposes only. It is free for national calls and text messages too. As arranging meeting times may be more problematic during this drawn-out school closure, use Google Calendar. It offers the capacity to understand when the other staff members are available. This makes it easier to call families and deliver options for scheduling IEP meetings.

3. Don’t Forget About the IDEA Requirements

You need to keep IDEA obligations in mind while planning for conducting virtual IEP meetings. Some of these come with challenges but also with benefits. Here are the essential steps ---
 

• Send earlier written notice
• Address language requirements
• Show the working IEP as you go
• Give parents a constant voice
• Review the meeting minutes

Just keep in mind that you need to make sure of significant parental participation regardless of the way you conduct an IEP meeting.
 

The COVID-19 pandemic has resulted in a year of pandemic learning and posed some serious challenges for the academic sector, especially in the field of special education.

4. Consider the Virtual IEP Meeting Checklist

There is an agenda and if you can manage this successfully, you will be able to conduct the meeting in a better way. Here's the checklist to be followed prior to the meeting ---
 

• Check internet safety with IT Department
• Arrange pre-meeting to review video conferencing features or send “how-to” video
• Create a backup plan and confirm all IEP participants have access to the plan
• Plan backup meeting date/time and/or a follow-up meeting if required
• Arrange some extra time in case of technology problems
• Make and share agenda, try to engage the parent and student in schedule setting 
• Allocate team member responsibilities
• Email the required documents to all IEP team members
• Assemble necessary accommodations including those that may require additional technology helps
• Organize a translator if required and have documents translated and sent to parents if looked-for 
• Offer team members a transitory meeting to go through the features of video-conferencing
• Address any questions parents may have
• Survey all IEP team members on their experience of virtual meeting
• Assign due dates to complete IEP

5. Reassure Student Participation

The Individuals with Disabilities Education Act (IDEA) articulates that learners should be attending their meetings “when suitable”. This practice can endure with virtual meetings by sending invites to the learner’s district-provided email. Schoolchildren can keenly participate or simply listen to the discussion. If students are given the facility to share their screens, they can show the work they have finished throughout the year. This may lead the team to determine areas of asset or skills where a learner feels they need more provision.

Apart from the above-mentioned approaches, it is essential to remember to embrace families in this development. They need to be stimulated to be part of the instructional planning, also. The online special education courses prepare you with all the 21st-century teaching approaches that will help you to support these children in a better way. Deprived of access to the school building, the process of holding IEP meetings has become distressed for educators and parents alike. However, with these details, you can conduct it successfully.