Preparing for Your Virtual Annual Review

From the Editor

It’s time again to start thinking about your child’s annual review. This issue will review the basics of preparing for this important meeting and then address particular issues that arise in virtual annual reviews. Starbridge advocates have years of experience supporting families in their annual reviews and have great advice to share.

How do you communicate with your Committee on Special Education (CSE) team? Families, students, and the CSE may now meet using conference calls, or online using Zoom, Skype, or Go-to-Meeting.

We hope this issue of Bridges will help you better negotiate virtual meetings with the ultimate goal of successfully implementing your child’s Individualized Education Program (IEP).

Best to you and yours,

Maria Schaertel

What is the annual review?

The annual review is the time to review, revise and update your child’s IEP.

Every element of the IEP should be covered during the meeting.

It’s important that the annual review focus on your child as an individual.

Understood.com

What do in-person and virtual meetings have in common?

Starbridge advocate Gretchen Jackson explains that, whether a meeting is held in person or virtually, the technology is the only thing changing for virtual meetings; the content of the meeting is the same. Here are Gretchen’s tips for your annual review meeting:

Keep in mind your vision for your child’s future.

Prepare yourself emotionally for the meeting. Be aware of what your emotional triggers are and how you will handle yourself if those buttons are pushed.

Think outside of the box and help your team do so as well. Ask “What if?” questions. For example, what if we approach a problem from the student’s point of view?

Be as informed as possible before the meeting. You may want to ask for a pre-CSE meeting to review the draft IEP, updated evaluations, and what supports your child currently receives. Ask the teacher what supports they recommend to help your child. No one wants any surprises at the annual review.

Be assertive in your communications with the IEP team, rather than passive or aggressive.

Go into the meeting with a positive attitude and a collaborative spirit. Be open minded.

Write your questions and concerns down ahead of time and take it with you to the meeting so you’re sure to cover everything you wanted to discuss. Try using a template like the one provided by Wrightslaw if you need guiding questions. See Additional Resources below for the Wrightslaw checklist.

Learn from past experiences.

Your child should be represented at the meeting either in person or through written statements from your child or dictated to you by your child. Discuss what was challenging for your child at school, what helped, and what worked well.

At the end of the meeting, have the recommendations read back so everyone knows what they are, and there won’t be any misunderstandings.

You can always ask for more time or reconvene the meeting if you have more to discuss. If you know ahead of the meeting that you need extra time, you can request that.

After the meeting, follow up with a thank you letter highlighting the agreed upon action items.

Understand your due process rights.

Continue the conversation with your child’s team throughout the year. Building trust takes time and multiple interactions.

Join Gretchen in one of two upcoming webinars on Preparing for Your Virtual Annual Review. Just click on the link provided to register:

March 11th, 2021, 6:30-7:30pm

https://attendee.gotowebinar.com/register/782439275082959119 or

March 17th, 2021, 12-1pm

https://attendee.gotowebinar.com/register/4882777619803966991

Virtual annual review meeting tips for parents or family members

Before the Meeting

Ask how student privacy will be protected.

Share your technology concerns or potential barriers to your participation on the IEP team.

Ask about the technology platform and how to use it. You may be able to find tutorials on YouTube or the help section for that system.

Ask for an agenda for the virtual meeting and any meeting rules.

Ask if there is a back-up plan in case the technology does not work.

Create your own back-up plan (e.g., print the documents, charge your phone, have the call-in number readily available).

Remove distractions and minimize background noise as much as possible.

Request interpreters or other supports, if needed.

If you anticipate any disagreements, develop a plan to address them.

During the Meeting

Follow student privacy guidelines.

Begin with introductions and use video cameras, as appropriate.

Listen closely and wait to share your thoughts and ideas until the current speaker finishes.

Stop often and allow enough wait time for other team members to ask questions or give feedback.

Discuss and agree on the processes for obtaining forms or signatures, if necessary.

Confirm the method for delivering a copy of the completed IEP (e.g., mail, e-mail) and the anticipated arrival date.

After the Meeting

Follow student privacy guidelines, such as encrypting emails after the meeting.

Offer feedback on the virtual meeting process. Share any questions or concerns with the CSE team.

Follow up if you do not receive a copy of the IEP by the expected arrival date.

Ensure that the IEP is implemented by sharing your child's progress and concerns with the teacher and other CSE team members.

Develop a plan for addressing disagreements.

Resolve any conflicts as soon as possible at the local level. Use the dispute resolution option (e.g., IEP facilitation, mediation, written state complaint, due process) that best fits the situation to address any unresolved conflicts.

Technology tips for all participants

Be patient—technology may not work as intended.

Assume that everyone is doing their best.

Test out technology in advance, and make sure all devices are charged.

Join the meeting about 10–15 minutes in advance to troubleshoot any technology issues.

Actively listen and participate in the meeting.

Set up a meeting space that reduces potential distractions to minimize background noise as much as possible.

Turn off any notifications on your computer—they may show up on others’ screens.

Use headphones or a headset with built-in microphone, when possible.

From Center for Parent Information & Resources, Virtual IEP Meeting Tip Sheets

Is one of your IEP goals to increase socialization for your child?

Here is a virtual solution offered by Sarah Brady in All In: 18 ways to create inclusive virtual classrooms, by Paula Kluth.

"On a typical school day, most students look forward to lunch with friends as much or more than any other part of the day. When our classrooms closed in March of 2020 and we moved into a distance learning model, I knew I wanted to start a group focused on this very social part of school life.”

Sarah’s Tips for Launching a Virtual Lunch Table

Find lunch leaders – identify adults who might be able to lead a lunch group.

Focus on friendship – Create groups based on existing relationships, if possible. Start with students who know one another from classes or extracurricular activities.

Add structure if needed – Come prepared with conversation starters and icebreakers.

Remember to pause frequently – Intentionally slow down the conversation to encourage students with complex communication needs to share opinions, add comments, or respond to peers.

Teach and model AAC – if a student you support uses an augmentative and alternative communication system, download the software onto your own personal device. Then you can interact with students as you model and use the system.

Keep it informal – Avoid too much structure. Hanging out and socializing during lunch should be about taking a break, having fun, and staying connected!

Adapted from All In : 18 ways to create inclusive virtual classrooms.

Additional resources

Wrightslaw IEP Checklist

Pacer Center, a Guide to the IEP

How Can My Child Be Involved in the IEP Process?

Remote Individualized Education Program (IEP) Meetings

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