Virginia’s Statewide IEP System
In response to requests from special education professionals across the commonwealth, VDOE is planning on a limited release of the Virginia IEP System to approximately 20 school divisions for the 2017-2018 school year.
The Virginia IEP system grew out of a need for school divisions to have a streamlined IEP process. At its core, the Virginia IEP System will provide functionality as an IEP writer and compliance tool that will afford educators the functionalities necessary to facilitate IEP meetings, develop IEP’s, monitor student progress and gather and submit data for state reporting purposes.
Goals for a Streamlined Process
Beginning in 2013, the Virginia Department of Education (VDOE) sought to gain a greater understanding of the IEP landscape, to understand the resources and needs of local school divisions and to investigate trends and ongoing efforts at the national level. The project team interviewed and surveyed national and local leaders and conducted focus group meetings to gain local perspectives on the challenges Virginia public school divisions face; to uncover best practices among divisions and states and to capture recommendations for system capabilities and requirements. During this process, several common themes emerged:
- Data Reporting: Compiling and submitting state reports is extremely time consuming
- Compliance: Developing IEPS that are compliant with both state and federal requirements is difficult without a standardized state-recommended IEP form.
- System Costs: Costs for online IEP systems used in Virginia range between $11-30 per student
- Inter-district IEP Transfers: Transferring IEPs between different systems is extremely difficult or impossible.
Benefits of a Statewide IEP System in Virginia
Based on best practices research and engagement with school division representatives, a statewide IEP system could provide:
- Streamlined inter-division IEP transfer process
- Uniform online system training and professional development
- Improved data-driven decisions
- Increased compliance with the Individuals with Disabilities Education Act (IDEA) and Virginia regulations and statutes
The VDOE is planning a limited release of the Virginia IEP system to a small number of schools divisions beginning in the 2017-2018 school year. School divisions not chosen for the project are encouraged to continue working with their existing vendor or pursue new IEP systems which will benefit students with disabilities in the interim.
|Summer 2016||Request for Proposal (RFP) released to public.|
|Fall 2016||Evaluation team reviewed RFP’s and negotiated contract terms.|
|Spring 2017||Contract Award with Public Consulting Group.|
|Summer 2017||Virginia IEP Planning and Development Phase.|
|Fall 2017||Begin Implementation of the Virginia IEP System in selected school divisions.|
What was the original vision for the Virginia IEP system?
The vision was to develop a user-friendly system which would provide help and assistance to everyday questions or difficulties most case managers experience in an Individualized Education Program (IEP) system was a top priority. The system should be easy to use for teachers and administrators and complement the IEP workflow. The VDOE is always working to reduce duplication and ease the reporting burdens on local school divisions, the system will correlate required special education reports typically sent from student information systems (SIS).
How will the Virginia IEP system impact teachers and case managers?
The new system will be universal and easier for all to use. This system will have the ability to notify all users who have access to the student file of upcoming IEP and eligibility meetings.
Why is the state planning to provide a Virginia IEP system?
Stakeholders indicated interest in such a system. In fact, in a survey of Virginia public school divisions, eighty-two percent of divisions indicated they would support a statewide online IEP system.
Is participation in the Virginia IEP system mandatory?
LEA participation in the Virginia IEP system will be voluntary.
When will the Virginia IEP system be available to school divisions?
The Virginia IEP system will be available to LEA’s in the 2017-208 school year.
Read the Virginia IEP newsletter to learn more about the project and to keep abreast of its progress. Interested in receiving the newsletter directly to your inbox? Email Andrew.Greenidge@doe.virginia.gov.
- June 2015 (PDF)
- July 2015
- Working Groups Complete Mods
- The Need for a System and Frequently Asked Questions
- October 2015 (PDF)
- December 2015 (PDF)