IEP meetings can be held in-person or virtually, with the obligation to meet all legal requirements for parent participation, accessibility, and decision-making regardless of the format. Federal laws, including the Individuals with Disabilities Education Act (IDEA) and California Education Code, as well as recent flexibility provided during the pandemic, have made virtual IEP meetings a viable option. However, schools must ensure that virtual meetings comply with legal standards and foster meaningful participation from all IEP team members.

 

Schools have an obligation to offer flexible meeting formats while ensuring all procedural safeguards and requirements are upheld, regardless of whether the IEP meeting is held virtually or in person. Parents and LEAs may use alternative means of participation for IEP team meetings, including video conferencing and conference calls, but the parent must agree (34 C.F.R.§300.328). If the parent refuses to attend virtual IEP meetings, it is strongly recommended that the LEA make in-person meeting opportunities available to make every effort to secure the presence of parents instead of delaying the IEP process or conducting an IEP meeting without the parent present. 

 

 

Best Practices for Effective and Inclusive Virtual Meetings

• Prepare in Advance: Schedule the virtual meeting well in advance and confirm availability of all team members. Ensure parents are comfortable with the technology and provide a test run if necessary. Best practice is to send IEP documents ahead of time (clearly marked as “Draft”), so all participants can review them in advance. If parents request advanced copies of reports or documents ahead of the meeting in order to have meaningful participation, the school must provide them. 
• Use Accessible Technology: Choose a platform that allows for screen sharing, video, and audio to facilitate clear communication. Ensure the platform is accessible for participants with disabilities, including the use of closed captioning or translation services if needed.
• Engage Participants Actively: Encourage all IEP team members to participate and voice their opinions. Use video where possible to create a sense of presence and avoid distractions. Regularly check in with parents and other team members to ensure they are following the discussion and have the opportunity to contribute.
• Clear Documentation and Follow-Up: Document all decisions and agreements made during the meeting, and ensure all team members understand next steps. After the meeting, provide parents with the final IEP to review and sign. Once signed, send parents the finalized IEP for their records. The SELPA has created Strategies for Engaging Parents Early in the IEP Process that outlines strategies for engaging parents in order to obtain signed consent to implement the IEP.

• Break the Meeting into Segments: If the IEP is complex, consider breaking the meeting into shorter segments to avoid "Zoom fatigue" and ensure that all issues are thoroughly discussed.
• Engagement Strategies: Ask specific questions of each IEP team member to ensure that everyone has the opportunity to contribute, especially in a virtual environment where some participants may feel less inclined to speak.
• Meeting Norms and Guidelines: Propose meeting norms and guidelines at the start, such as time constraints, mute protocols, and consensus-building. Get agreement from the team on the proposed norms.
• Roles and Functions: Have each participant introduce themselves and state their role/function for the meeting. Participants should rename themselves with their titles.
• Consensus Building: Designate a team member to monitor for agreement (e.g. thumbs up, vocal "yes"). Work out ahead of time how you'll indicate consensus.
• Visual Aids and Documentation: Share your screen to present information visually (e.g. student strengths/challenges). Access and reference digital IEP documents during the meeting.
• Meeting Entry and Camera Usage: Allow all participants to enter the meeting together. Parents/guardians can keep cameras off if preferred, but school staff should be on camera.
• Technical Considerations: Use the "gallery view" in Zoom to see all participants.Mute audio when not speaking to reduce feedback.
• Follow-Up and Feedback: Document any action items and share the plan. Provide a survey link for team members to give feedback after the meeting.

• BEFORE the IEP
• DURING the IEP

 

Finally, additional guidelines and practices for virtually facilitating IEP meetings can be found in the following resource: “The Virtual Facilitated IEP Meeting” by Antelope Valley SELPA.