Special Education Facilitation Information & Frequently Asked Questions (FAQ)

Special Education Facilitation Information

 Promoting productive student-centered Special Education meetings conducted in a respectful and collaborative manner.

In this section

• What is facilitation?
• What to expect at a Facilitated Special Education Meeting.
• Who attends a facilitated IEP meeting?
• How long does a Facilitated Special Education meeting take?
• What is the cost?
• Who are the facilitators?
• How long does a Facilitated Special Education meeting take?
• Is a Facilitated IEP confidential?
• Special Education Facilitators
• Requesting a Facilitated Meeting
• Rights and Responsibilities
• Dispute Resolution

What is facilitation? 

Special Education Facilitation is an option for using an impartial third party to promote effective communication and assist a student’s Special Education team in coming to consensus on issues related to the student's educational needs. State-sponsored facilitation is a voluntary process; both the parent and the district need to agree to facilitation.

What to Expect at a Facilitated Special Education Meetings

All team members participating in the facilitated meeting can expect that:

• All parties have agreed to be receptive and respectful of the facilitated meeting process;
• Norms that provide structure and focus for the meeting will be established;
• The meeting will be collaborative and solution-focused with all presented ideas carefully considered;
• The facilitator treats all parties fairly and with respect, and helps the parties do the same;
• There is a focus on listening for the purpose of understanding by all parties; and
• The primary goal is to develop an IEP that meets the student's needs, or come to consensus for other special education meetings.

Who attends a facilitated IEP meeting?

• All required IEP team members must be present to complete the IEP process, including the student, when appropriate.
• It may also include “guest” participants or relevant parties who have knowledge of the student. 

How long does a facilitated special education meeting take?

We recommend that a facilitated meeting be scheduled for 90 minutes to 2 hours, but that is flexible depending on the scope of the agenda. 

What is the cost? 

State-sponsored facilitation is a free service provided by the Colorado Department of Education Exceptional Student Services Unit (ESSU). However, the ESSU will not pay for any attorney or advocate fees or any other costs to the parties associated with the facilitated meeting (e.g. mileage, meals, wage loss, etc.).

Who are the Facilitators?

• Specially trained Facilitators promote effective listening and discussion between all meeting participants.
• Facilitate collaborative, future facing, solution oriented conversations.
• Are a neutral third party who is not an employee of the district, does not advocate on behalf of any involved parties, and does not participate in decision -making. They are not an IEP team member.

How long does a Facilitated Special Education meeting take?

We recommend that a facilitated meeting be scheduled for 90 minutes to 2 hours, but that is flexible depending on the scope of the agenda.

Is a Facilitated IEP confidential?

The IEP parameters of confidentiality apply to all IEP meetings.

Special Education Facilitators

The facilitator keeps the focus of the meeting on a productive student-centered IEP process conducted in a respectful and collaborative manner, as well as on developing an effective and appropriate IEP in a timely manner. The facilitator will also support Special Education meetings other than IEP meetings. 

Does the facilitator make the decisions about the outcome?

No. The facilitator is not an IEP team member and his or her role is to focus on the special education meeting process and to facilitate discussion, which supports the team in developing the plan of support.

Who are the facilitators?

The state-sponsored facilitator is a neutral third party specifically trained to promote effective listening and discussion between all meeting participants. The facilitator focuses on collaborative efforts, is not an employee of the district, has no role in advocating for any of the involved parties, and does not participate in decision-making.

Requesting a Facilitated Meeting

State-sponsored facilitation is a voluntary service offered at no cost to districts and parents of students with disabilities. A parent or school district representative may make the request for a state-sponsored facilitator. Both the parent and school district need to agree to facilitation.

How soon can a facilitated meeting be scheduled?

The school schedules the IEP meeting (or other Special Education meeting) and sends out the notice to the parent. If the district and/or parent is interested in facilitation, the request for a facilitated meeting should be made as soon as possible to allow enough time for CDE assign a facilitator, if one is available, and reach out to both the family and the district.

Rights and Responsibilities

• Special Education facilitation does not relieve the district of the responsibility to meet regulatory obligations, including timelines.
• If an agreement is reached on the IEP, the school district is required to complete the IEP document and provide a copy to the parent or adult student, as well as send notice regarding the components of the IEP.
• The only record kept of the facilitated session includes the date, time and location of the session, surveys, and the result. Neither the ESSU nor the facilitator will keep the IEP document. 

Dispute Resolution

Special Education Facilitation does not prevent a parent or district from exercising the right to resolve disagreements through additional meetings or formal dispute resolution processes. The formal options for dispute resolution are outlined on the CDE Dispute Resolution webpage.

Frequently Asked Questions

A facilitated Special Education meeting is a meeting that includes an impartial facilitator who promotes effective communication and assists an IEP team in developing an IEP based on the student’s needs. The facilitator keeps the team focused on the appropriate development of the IEP while working through conflicts that arise and ensuring the participation of each IEP team member. The facilitated Special Education meeting includes all of the required team members. While most often it is an IEP that the team is developing, facilitation also supports Special Education meetings outside of the IEP development process.

Benefits of Special Education Facilitation includes: 

• Build and improve relationships among the IEP team members and between parents and schools
• Model effective communication and listening
• Clarify points of agreement and disagreement
• Provide opportunities for team members to resolve conflicts if they arise
• Encourage parents and professionals to identify new options to address unresolved issues
• Less stressful than formal proceedings
• Supports follow through and follow-up by the team. Roles and responsibilities are discussed and planned

Research has shown facilitation to be a very effective practice which:

• Builds constructive IEPs for students,
• Creates positive and lasting parent/school partnerships,
• Constructively works through areas of conflict, and
• Prevents disputes that can become damaging to school/family relationships and costly to districts and families

A meeting facilitator will: 

• Contact the parties to clarify the issues, gathers necessary information, and explains the Special Education Facilitation process
• Work with the IEP team to create an agenda, ground rules, and select a good location for the meeting.
• Guide discussion by asking student-focused questions.
• Keep team members on task and the meeting within the scheduled time.
• Ask questions to clarify points of disagreement and helps identify workable solutions.
• Help ensure that the language in the IEP reflects decisions made during the meeting.
• Keep the meeting focused on the student.
• Ensure everyone at the table has a voice.
• Encourage active listening by all the meeting participants.
• Keep the group from getting stuck on one goal (or one part) of the IEP.
• not be a decision-making member of the IEP team.
• not take sides, impose decisions on the team, place blame, or determine whether decisions are right or wrong.

If your IEP team has been meeting for a student’s IEP and is having trouble working together through some key issues after several sessions, it may be time for Special Education Facilitation. While there may be many issues in conflict, the team still should be ready and willing to do hard work together, keep open minds and hear the other party. The relationship between the parties may be difficult but if they are still willing to attempt to work together with some professional support, it is a good time to seriously consider using an IEP facilitator for the next meeting. Scheduling Special Education Facilitation may prevent the conflict from developing into a more serious dispute. It is important to schedule the Special Education Facilitation early in the process before insurmountable roadblocks or impasses have occurred.

If the IEP team relationships have deteriorated to the point that team members are no longer willing to listen and participate in good faith discussions with the help of a professional facilitator, it may be time for the parties to explore other dispute resolution options.

Families or school personnel should talk to their special education teacher or coordinator if they feel it is time to engage an IEP Facilitator.  You can request a statewide facilitator on the Alternative Dispute Resolution web page. There is no fee for this service. 

Many districts have trained facilitators as well, and this may also be an option to use an “in-house” facilitator, or one from a neighboring district. 

Special Education Facilitation is voluntary on the part of the participants. Therefore, both parties must agree to the use of a facilitator. It is recommended that both parties seriously consider Special Education Facilitation as research shows it is a proven conflict prevention tool that reduces costly disputes and improves ongoing team member relationships.

Additional Facilitation Resources

• CDE Special Education Facilitation Meeting (PDF)
• CDE Special Education Facilitation Meeting, Guest Expectations (PDF)
• CDE Special Education Facilitation Meeting Guidelines (PDF)