Virtual IEP Meeting Checklist

View this information in a checklist format: Virtual IEP Meeting Checklist (Google Doc)

Prior to the meeting

  • Consult with IT Department:
    • Confirm internet security.
    • Check that all necessary devices are working and set video conferencing platform functions (e.g., apply a passcode to join meeting, create waiting room, mute upon entry) to ensure security and confidentiality.
    • Create and share a short video with narrative on how to use the features of the video-conferencing platform.
    • Know what device parents will be using to anticipate connection and access issues.
  • Contact committee members to review basic video-conferencing norms.
  • Set up pre-meeting to review video/tele-conferencing features and/or send “how to” video (video file via shared link or upload to video sharing platform like YouTube).
  • Establish backup plan and ensure all committee participants have access to the draft document and ability to meet.
  • Schedule backup meeting date/time and/or a follow up meeting if needed
  • Plan for extra time in case of technology issues (including optional pre-meeting technology touch base if needed).
  • Create and share agenda and engage the parent and student in agenda setting.
  • Ensure that committee members receive necessary documents.
  • Send parents Procedural Safeguards information (see Notices)
  • Send out Meeting Notice within five calendar days of meeting (see Notices).
  • Committee members that are unable to attend have been properly excused with written agreement signed by parents (see Member Attendance and Excusal). 
  • Arrange necessary accommodations for all attendees (ex: large print on paper or magnification of computer screen) including those that may require additional technology supports.
  • Arrange for a translator if needed and have documents translated and sent to parents if needed.
  • Upon written request by parents (at least 72 hours prior to the meeting) invite parent member designee and/or school physician.
  • Address any questions parents may have.

*Checklist modified from the Wisconsin Department of Public Instruction, May 2021

Immediately prior to the meeting

  • Familiarize yourself with video conference features (e.g., screen share, chat, etc.).
    • Check your mic and speakers (within room, devices, & video conferencing platform).
    • Preview video for background (set filters or background screens as necessary).
    • Set up closed captioning if needed.
    • Arrange technology so everyone in the room can be seen, if possible.
  • Identify best location in building, home, room at the time for internet signal strength.
  • Avoid window/lighting in background.

At beginning of the meeting

  • Invite introductions of student, family and staff and describe roles related to supporting student.
  • Ensure all committee members received needed forms and documents.
  • Ask a “check in question” to open the meeting.
  • Establish meeting norms.
  • Review the purpose of the meeting (annual review, re-evaluation, etc.).
  • Refer to page numbers of documents and/or sections during meeting.

Throughout the meeting

  • Be mindful of time, especially if anyone is using a personal device that is using up data.
  • Summarize and review highlights of IEP.
  • If present, allow time for interpreters to translate.
  • Engage parents and student in discussions and decision making (refer to participants by name when prompting to speak).
  • Facilitate the discussion to reach a decision about how to support the learning/behavioral needs of the student.
  • Use parent friendly language and avoid acronyms and educational lingo.
  • Ask clarifying questions/check for understanding.
  • In the event of disagreement, discuss and provide the parent due process materials.

After the meeting

  • Survey all committee members on their experience of virtual meetings.  (For optional parent survey questions, see Parent Survey)
  • Conduct follow-up phone call or email to parents to get feedback and see if any questions came up after the meeting.
  • Finalized IEP due on [date]. 
  • Determine who will discuss and disseminate the finalized IEP to staff who support the student.
  • Confer with staff to see if there are suggestions for enhancing future virtual IEP meetings (e.g., successes, barriers, ways to improve the overall meeting experience).
  • Complete Prior Written Notice (PWN)/Notice of recommendation (see Notices)