Have a Plan
SEPACs with a formal calendar find that parents are better able to plan to attend meetings, events and workshops with advance notice. Getting the membership together on a regular basis also helps to create a group identity, provide a forum for ideas and sharing resources, and address member concerns. The SEPAC should consider alternating between day and evening meetings to allow all families the opportunity to participate. All meetings must be held in an accessible location, which is open to the public.
After establishment of the SEPAC, planning a calendar or meeting dates is the next step. The SEPAC can send a survey to learn about families’ needs and interests to help plan the calendar. Many topics are of interest to all parents in the district (homework, stress, anxiety, executive function, bullying, etc.) and SEPACs should look for opportunities to collaborate with other parent organizations (PTA/PTO) to create district-wide events. Financial resources will also have to be addressed.
Share a copy of your SEPAC calendar and meeting agendas with your district Administrator of Special Education who can help distribute them to all families of students with disabilities – through the district’s electronic mail system, at IEP meetings, or post on their website. SEPACS can ask principals to share information in their school’s newsletter and website to promote SEPAC activities.
Successful and Productive Meetings
Many SEPACs use speakers to attract members and provide information for families. For the most effective turnout, care should be taken to plan ahead. If the meeting will be held in-person, book an appropriate room, advertise in the community, have the necessary AV equipment, refreshments and workshop materials, and plan for any necessary changes due to weather conditions. If the meeting will be virtual, can the district provide a platform and help train the SEPAC on how to use – admitting people, breakout rooms, saving the chat. Speakers may be expensive – the SEPAC should look to local resources or find local partnerships to support fees.
Successful business meetings require:
- Advance preparation: including developing an agenda,
- Making sure the group establishes a realistic schedule to accomplish its goals,
- Being sensitive to why people are there – people get involved for different reasons; find everyone’s strengths and interests,
- Keeping the meeting moving, keep track of time and keep meeting focused,
- Encouraging everyone to participate, create an atmosphere of mutual support and trust, and
- Trying to end the meeting in an organized way that sets the stage for the next meeting.
To promote your meeting, develop a flyer notifying people of the date/time/place. Suggested times include between 6-9 PM on Monday through Thursday or early in the morning beginning at 9AM (or after school opens). Make sure your meeting does not conflict with any other school events. Meetings should be scheduled on a regular basis as agreed upon by a majority of members. SEPACs can invite district special education administrators and staff to their meetings but also make time for the group to meet independently to allow free discussion of issues among parents. Inviting the Administrator of Special Education to speak to families on changes in the staff or programs for the upcoming year is usually a well-attended and informative meeting. A best practice is for SEPACs to take meeting minutes to record any discussion or votes. Meeting minutes also serve to document the history of the group and inform absent members. Minutes should be made available upon request. SEPACs can use this Checklist for Creating and Approving Meeting Minutes even though SEPCAs are not public bodies.
Getting Families to attend meetings … and keep coming back!
NOTE – A Change with respect to following the Open Meeting Law The MA Division of Open Government issued a determination letter dated October 28, 2021/OML 2021-1, concluding that SEPACs were not public bodies subject to the Open Meeting Law and that unless SEPAC by-laws gave authority to the officers to act collectively, the Executive Board was also not subject to the Open Meeting Law. You can find a quick summary of the decision on the AG’s website – https://www.mass.gov/…/frequently-asked-questions-about…
Basic Rights in Special Education Workshop
Under Massachusetts law, the school district shall conduct, in cooperation with the local SEPAC, at least one workshop annually on the rights of students and their parents/guardians under the special education laws of the Commonwealth and the Federal government. The “Basic Rights” workshop is an opportunity for SEPACs to assist the district in helping families understand their rights and responsibilities under the law. The SEPAC can advertise this workshop and encourage parents to attend. District/SEPACs joining MassPAC receive access to FCSN Basic Rights workshops for free.
Workshop Ideas
One of the best ways to develop parent outreach while providing a great educational resource is to host workshops on topics of interest to the community. Workshops help empower parents to advocate more effectively for their child and help build a sense of community.
Some low-cost ideas for Workshops:
- Ask local professionals – doctors, lawyers, and advocates to talk about issues and topics effecting children with special needs
- Check local agencies to see if they offer free programs –for example, local health agency or town recreation department
- Show a film or read a book and have a group discussion
- Invite a district specialist to talk about their specialty – OT, PT or Speech therapist
- Co-host with another SEPAC or parent group to save costs
- Ask a student or parent to share their success story
- Ask district to identify and demonstrate assistive technology options