DREDF's Tips on Participating Effectively in a Virtual IEP or Section 504 Meeting

 

Because of the COVID-19 emergency, most meetings are being held by phone or computer instead of in person. Here are some tips to help you prepare for and participate effectively in virtual meetings. None of the basic rules about meetings have changed, including the timelines for when meetings must be held. Only the LOCATION is different because due to necessity they must be "virtual" instead of  in person.

BEFORE THE MEETING:

• You should still receive advance notice of a meeting in writing (by mail or email).
   
• Meetings should still be scheduled for a time you can attend.
   
• All required team members must still attend the entire meeting unless you excuse them in writing, or agree to have them participate for a shorter time, or through reports others share.
   
• You can still bring others to support you, including professionals or friends.
   
• You still have a right to an interpreter or to accommodations if you have a disability.
   
• You still have the right to record the meeting as long as you give the school written notice no less than 24 hours in advance. 

But for a VIRTUAL meeting, there are NEW things to think about:

• You may need technology -- such as a cell phone, computer, tablet, or broadband internet connection -- to participate. If you don't have what you need or you don't know how to use it, let the school know in writing that you need help as soon as possible.
   
• Ask the school what software or Apps (Zoom, Microsoft Meetings, etc.) they will be using and make you sure you download and test them ahead of time. Reach out to school staff as soon as possible if you need help.
   
• Make sure you have a fast enough internet connection and/or cell phone signal, and that the devices you are using are fully charged and ready to go the day of the meeting.
   
• You may want to have a backup plan so that if your computer stops working, you can use your phone to call into the meeting instead of rescheduling.
   
• If multiple family members are participating together, decide if you will share a device or use individual ones. For example, if you are a student, you might want to participate for only part of the meeting and then use your device (phone, computer, etc.) to do other things, or you may not want to sit with your parents because you want to be more independent.
   
• If the school/district will be presenting written information, request that it be sent to you in advance (by email or in print) so if there are technical problems, you can still see and review what's being discussed.

DURING THE MEETING:

Again, all of the regular rules still apply about who should attend these essential meetings, including the need to keep the focus on the student, making sure youth can participate, what order things should be done in, and making sure that everyone has a chance to contribute and have their input considered.

But during a VIRTUAL meeting, you might also want to ask:

• How will my privacy be protected?
   
• How can I ask questions?
   
• Is the school  is recording the meeting? (Remember they must ask your permission first.)
   
• How do I mute or unmute myself when I want to talk? (Sometimes the school/district has everyone muted at the beginning of the meeting.)
   
• How will I sign in (attendance), review, and sign IEP documents?
   
• How will I receive my Notice of Parent Rights?
   
• If there are unexpected technology problems (for you or the school staff), what is the plan: do we move forward without them or continue the meeting at a later date?
   
• If we agree more evaluation is needed to better understand a student's needs, what are the timelines, how will the data be gathered, and how will I consent?

AFTER THE MEETING:

• Ask how the school district will be sending notes and documents, and how soon you can expect to receive them
   
• Ask what method they'll use for signing documents
   
• As always, you can sign that you agree right away, take some time to think about it, and discuss with others (including your Parent Center which provides free help (Find Your Parent Center | Center for Parent Information and Resources), sign part of the IEP or disagree with all of it.

Remember: The laws that protect students with disabilities work best when parents, students, and schools work together and you can participate in a meaningful way. The best way to do that is to know your rights. 

When the IEP Team Meets | Center for Parent Information and Resources for more information.

Resources:

• 8 Tips for Conducting Virtual IEP Meetings
   
• Communicating with Your Child's School Through Letter Writing | Center for Parent Information and Resources
   
• COVID-19 Parent Resources -NCLD
   
• Disability Rights CA - Coronavirus - Education - Frequently Asked Questions
   
• Educating All Learners Alliance
   
• Find Your Parent Center | Center for Parent Information
   
• IEP/504 Plan Service Tracking Log from DRC
   
• NCLD Parent Advocacy Toolkit
   
• OSEP English-Spanish Glossary
   
• Parent Rights Special Education, California
   
• Questions and Answers on Providing services to Children with Disabilities during the Coronavirus Disease Outbreak Supplemental Fact Sheet
   
• Sample Letters and Forms - Disability Rights Education & Defense Fund
   
• Virtual-iep-meeting-tipsheets.pdf
   
• Virtual-iep-mtg-checklist.pdf

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