Can Schools Only Offer a Virtual IEP Meeting instead of In Person? | Sample Virtual IEP Meeting Agenda

Virtual IEP Meetings

In the first quarter of 2020, we had no idea how much our lives were going to change. Not just for the next couple of years, but forever in some instances. I mean, will you ever eat birthday cake that someone blew on? Eeeuwww, I won’t.

Restaurants got better at takeout and so did apps. The whole “from home” thing just blew up and this has accessibility has been fantastic.

online iep meeting

I’ve been working at home and doing online and phone meetings for almost a decade. And, I know more about IEPs than most people on the planet. So my comfort level for an online IEP meeting is very high. But, I realize that may not be the case for everyone.

But now this issue is coming up–a school is only offering a Zoom or online meeting, and not offering the opportunity for it to be in person. Can they do that? Can a parent request that it be in person, and do they have to comply?

Let’s dig in. For the record, I use the following words interchangeably: online, virtual, zoom, skype, teams (meaning Microsoft teams, the software, not IEP team).

What IDEA says about online meetings.

IDEA absolutely allows for this:

(f) Alternative means of meeting participation

When conducting IEP team 2 meetings and placement meetings pursuant to this section, section 1415(e) of this title, and section 1415(f)(1)(B) of this title, and carrying out administrative matters under section 1415 of this title (such as scheduling, exchange of witness lists, and status conferences), the parent of a child with a disability and a local educational agency may agree to use alternative means of meeting participation, such as video conferences and conference calls.

But, as with much of IDEA, there is a clear cut mandate either way. You can agree to this, as a parent. But do you have to?

Well, maybe. You have to file this under “Is this the hill I’m going to die on?” Because neither side has something to point to and say “I win.”

So, it becomes a dispute, which then goes to dispute resolution. This scenario may change a bit, if you (the parent) has a hearing or vision disorder of some kind, and you cannot effectively participate on Zoom.

I am not aware of any case law that works for or against parents when it comes to online or phone IEP meetings. What I mean by that is this. I do not know if a school can force you to attend a virtual meeting if you are uncomfortable doing one. Nor do I know if you can force an in-person meeting if you want one.

That’s the only sure-fire way to secure an in-person meeting–demonstrate that you cannot have meaningful participation via Zoom or Teams. Perhaps you don’t have a computer. Then you ask the school to provide one for you to participate. Many districts have Chromebooks to loan out.

Given the past 2+ years, trying to demonstrate that Zoom will not allow for meaningful participation will be an uphill battle.

Doctors now regularly see patients online. The courts system, the prison systems–they both now are regularly hearing from defendants, witnesses, etc. via Zoom or Skype. Psychologists, IEE evaluators, job interviews, parties and happy hours…so much of it takes place online now.

All of this weakens your argument that only an in-person IEP meeting will be effective and meaningful.

For me, not the hill I’m going to die on. If you choose to pursue this, please take all of this into consideration as you prepare to ask the district.

But also, consider changing your frame of mind, and getting comfortable outside of your comfort zone.

Benefits of Virtual IEP Meetings

My personal preference is video conferences such as Zoom or Skype rather than phone meetings. I’ve done phone meetings and they’re awful. You can see facial expressions and body language on Zoom.

And, I find the technology to be better and more real-time communication. I hate those awkward pauses and interruptions in phone conference calls. But there are many benefits for online IEP meetings.

  1. Save money on gas, child care for siblings
  2. Save time going to and from, plus whatever time you may have needed to take from work
  3. Clinicians and therapists who are not in your child’s building can attend rather than “just sending in her written part”
  4. You can record it and transcribe it, so you have instant meeting notes!
  5. Allows for both parents to more easily attend, two parents don’t have to leave work, etc.
  6. Allows for private/home team members to attend and participate

Online and Virtual IEP Meetings

As long as parents do their due diligence, a virtual IEP meeting can be a real advantage

Please make sure that you follow up with your After IEP Meeting Letter. But, with a recorded Zoom meeting, there will be a lot less to write.

Sample Virtual IEP Meeting Agenda

I can’t remember the last time I was in an IEP meeting that was only an hour. But, this is directly from OSEP’s “Ideas that work” so….here you go. Obviously this assumes that much prework was done. Prework is not predetermination if the parent’s concerns are included.

sample virtual IEP meeting agenda

Tips for Virtual IEP Meetings

The best over-arching tip I have is this: Keep in mind that the only thing that has changed about this IEP meeting is the location.

That’s it. Location. It is now being held online instead of in-person. Everything else should remain the same.

online iep meeting
  1. All standard rules still apply. Just because it’s not in person doesn’t mean that other wonky rules get to come into play. All mandated IEP team members must be there unless you excuse them.
  2. Other rules that seem to “change” when it’s an online meeting: Having a copy of the IEP or evals there for the parent, signing documents and parental input. None of these changes just because the location of the meeting has changed.
  3. Confirm what software they are using ahead of time. Download it and try it in advance.
  4. Treat it just as you would any other IEP meeting. Do your parent concerns letter and your after IEP meeting letter. The only thing that has changed about this IEP meeting is the location.
  5. Be professional. Dress appropriately and sit in a quiet room with no distractions. You wouldn’t show up to a regular IEP meeting in pajamas, you shouldn’t for this one either. Be on time.
  6. Many online meeting software programs allow for easy recording of meetings. You may want to research this option ahead of time and let your team know. Again, all rules and laws will apply–including that you SHOULD NOT record if you are in a 2-party consent state and do not have consent.
  7. Charge the phone or device that you’re going to use to 100%. Using these programs can be an extra heavy drain on batteries.
  8. Make sure that you are in a location with solid wifi or internet access. It’s really annoying on all ends when it’s spotty and people freeze up mid-sentence.
  9. If you’re nervous about how you look or sound on video (I hate how I sound on podcasts and Facebook Lives!) that’s just a personal comfort issue that you have to get over. Know that I’ve done a zillion conference calls and online meetings, and never once am I focused on “eeuw, that person’s voice is weird!” Once you start chatting about the task at hand, you kinda forget you’re online.

Online meetings may be a real positive thing for many families. Once we get over this hump of insecurity and newness, they can be a huge lifesaver for snow days, car breakdowns and so many other situations.

Trust me, once you try it, you’ll probably like it.

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