Special School District, St. Louis County

Presented by Kathy Wian of the University of Delaware’s

Conflict Resolution Program

Purpose of the Training To review the basic components of an effective

IEP meeting. To understand meeting facilitation. To develop new techniques for dealing with

difficult dynamics. To give participants an opportunity to apply new

knowledge and lessons learned to current IEP meetings.

To share experiences with other participants.

Expected Outcomes An understanding of the role of the IEP meeting

chairperson/facilitator and the components of a well-run meeting.

Better understanding of effective communication and problem solving techniques.

An understanding of what your (and your district) are currently doing well and where there is room for improvement.

IEP MeetingsIEP MeetingsFrom HellFrom Hell

What is an Effective IEP Meeting?

All parties participate in good faith to provide FAPE in the LRE for the student.

Everyone is working toward the same goal and in the best interest of the student.

Participants feel valued, respected and heard. Agreements are documented and implemented. Participants are proud of themselves, other team

members, the meeting process and the decisions reached.

What Is a Facilitated Meeting?

A facilitated IEP meeting uses a trained person to guide the meeting. This person’s primary responsibility is to the process of the meeting rather than the outcome.

“The facilitator encourages full participation, promotes mutual understanding and cultivates shared responsibility.” 1

1 See page 32, Facilitator’s Guide to Participatory Decision-Making by Sam Kaner

Purpose ofFacilitating IEP Meetings

To improve the process of the IEP meeting:

To create and promote a sense of equality among team members in a collaborative

working environment.

To design an IEP that meets the needs of the student.

Process versus ContentProcess deals with… Communication Problem solving Participation Agenda items Gaining agreement Relationships Understanding Timing

Content deals with… Evaluations Assessments Legal rights / the law Opinions Records Data Ideas Information

Playing the One Role Pure Facilitator: This means you are serving the

whole group by guiding the process of the meetings: helping with the flow of discussion, working to get a full participation, keep the group moving toward its goal, etc. While you should have general familiarity with the content of the meeting (be “content literate”), you do not have to be a content expert and you will not be contributing to the content of the meeting.

Page 15, Great Meetings! How to Facilitate Like a Pro by D. Kelsey and P. Plumb

Playing Dual Roles Facilitator/Expert: If you have content

expertise, you may be asked to both facilitate a group and offer advice about the content the group is considering… However, in the role of facilitator/expert, you don’t have a state in the outcome of the group’s work.

Page 15, Great Meetings! How to Facilitate Like a Pro by D. Kelsey and P. Plumb

Playing Dual Roles Facilitator/Leader or Facilitator/Team Member:

This dual role implies that you have a state in the product of the group as well as the process of the group – you care about what the group accomplishes as well as how it accomplishes it. As a leader or member you will want to give your opinion during the meeting. As the facilitator you will want to insure that a high quality process is followed. Beware: It is challenging to play the dual role.

Page 15, Great Meetings! How to Facilitate Like a Pro by D. Kelsey and P. Plumb

Strategies for Improving the Internal Facilitator’s Role Understand yourself – how you feel about the

role, your concerns, what you hope to happen. Anticipate and discuss conflicts of interest before

they arise. Create opportunities to educate others about the

role. Become identified with more than one group in

the building. Be prepared to prove yourself.

Why would a room full of educated, caring professionals, who come together to focus on the welfare of a child, need a

facilitated meeting?

To manage the many nuances of the process – large & small – that contribute to the immediate & future success of the IEP document & the relationship among team members.

And, last but not least….

Someone to manage the event.

What Do YouWhat Do YouGain By Gain By

Using Facilitation and Using Facilitation and Effective Meeting Effective Meeting

Strategies?Strategies?

A fair and consistent process

Cooperative participation occurs

Communication improves

Trust is built

Effective IEP created

Buy-in achieved

Sustained IEP

You May Need Assistance Guiding the Process of the Meeting When…

There is a history of difficult meetings, bad relationships, or unresolved differences.

You know the group will face difficult decisions. One team member is requesting outside

assistance. There will be a great amount of new information

presented or it is an initial IEP meeting.

Pre-Meeting Preparation

is about having your ducks in a row

The Case Manager… sets the tone by establishing a positive and

professional relationship

Should find out the following… Best to convene this meeting? AM/PM Length of time allocated/needed for the meeting? Which room will be used? Who will be attending? Who will: facilitate, write the IEP, take minutes, etc.? The purpose of the meeting and the agenda Will technical devises be used? (i.e., tape recorder, laptop) Do we need water, beverages, snacks?

The Case Manager… sets the tone by establishing a positive and

professional relationship Parent Contact Checklist

What to anticipate during the IEP meeting. Do you have issues outside the scope of the IEP form that you would like to

include in a meeting agenda? Do you have any information (evaluations, etc.) you would like the other

members of the team to review before the meeting? What is your time allotment for the meeting? Explain role of technical devises for the meeting. Is there anyone you would like to bring with you to the meeting? Will the student participate? (as appropriate) Do you need special accommodations?

The Case Manager… Teacher Contact Checklist (as needed)

What to anticipate during the IEP meeting. What is your time allotment for the meeting? Are there areas you want to emphasize within the IEP? Are there issues that maybe “new information” or “hot topics”

to the parent? Do you have any personal concerns regarding

the child/parent/meeting?

Reality Check!!!

GREAT inTHEORY….

But, how will it work in my district?

Role Play

Sample Agenda

Agenda Date: February 14, 2005Time: 2:00 P.M.-3:00 P.M.Location: School Library (Room 203)Agenda Items: Introductions

Recent changes in behaviorHomework timeLunch room supervisionReview the results of recent evaluations Plan Jimmy’s IEPDetermine Jimmy’s educational placement

Results of “Good” Preparation Sets a positive and professional tone for the

meeting. Everyone has an idea what to expect

instead of walking in cold. Clear agenda that notes

all issues.

Preparation Checklist for IEP Meeting

Appropriate school records

Paperwork: IEP, blank copies/forms, minutes

Someone to greet participants

Appropriate team members / legal meeting

Flip Chart/Markers/Tape

Pitcher of Water/cups

Tissues Extra

paper/pens Name Cards

Failure to provide written prior notice (in a timely fashion)

Failure to gather all the right players

Failure to obtain/review parent information (i.e. outside evaluations) ahead of time

Failure to hold a pre-meeting with staff (when needed)

Failure to complete appropriate evaluations

Five Most Common Preparation Errors