Prince William County Public Schools (PWCS) is committed to working collaboratively with parents and guardians to address concerns related to special education and Section 504. Through open communication and collaborative problem-solving, families and school staff can develop a shared understanding of concerns and work together to identify solutions that support the educational needs of students with disabilities.
As a first step, families should contact their child’s Special Education Case Manager, Section 504 Case Manager, or teacher.
If additional support is needed, families are encouraged to contact a school administrator to address concerns.
If a concern cannot be resolved at the school level, contact PWCS Special Education Procedural Support and Compliance staff at 703-791-7421 for assistance.
Special education disputes are better resolved at the school level, if possible. Parents and schools are encouraged to work together to come to an understanding of mutual concerns and come to an agreement in the best interest of children with disabilities. The Virginia Department of Education (VDOE) and the Office for Civil Rights offer several resolution options for disputes.
A facilitated IEP meeting uses a facilitator appointed by the VDOE to assist with communication in developing an IEP. Both the parent and the school must agree to a facilitated IEP. A facilitator can assist the team in establishing an agenda; making sure everyone has a chance to speak and be heard; helping to keep the team on task and within the time allotted; and seeking to improve clarity and understanding in communications.
View additional information and the Request for a Facilitated IEP Meeting form. The parent and school division must jointly initiate the facilitated IEP process by completing this form and sending it to the Office of Dispute Resolution and Administrative Services at the VDOE.
Mediation is a voluntary and confidential dispute resolution process available to the parent and PWCS through the VDOE Statewide Special Education Mediation System. Both the parent and school must agree to enter the mediation process. Mediation can be an effective tool to address and resolve disputes, including matters arising before the filing of a request for a due process hearing. The entire process typically takes up to six weeks to complete.
View additional information and the Virginia Special Education Mediation Services Request form. PWCS and the parent must jointly complete the request form and submit it to the Office of Dispute Resolution and Administrative Services at the VDOE.
An informal resolution meeting can be requested outside a due process hearing to resolve disputes locally. This informal resolution meeting can address issues related to special education or Section 504. An informal resolution meeting request can be made by contacting the Procedural Support and Compliance office.
A resolution meeting is a dispute resolution process that must take place after a parent requests a due process hearing. Resolution meetings offer parents and school divisions the opportunity to resolve issues before a due process hearing occurs. Participants include the parent, PWCS staff, and attorneys, if appropriate. The school division must hold a resolution meeting within 15 calendar days of receiving notice of a parent’s due process hearing request.
A state complaint is a request for the VDOE to investigate an alleged violation of special education regulations by a local educational agency. The complaint can be a violation of a procedure or process regarding any matter relative to the identification, evaluation, or educational placement of the child, or the provision of a free appropriate public education.
A state complaint is not designed for violations of civil rights related to disability, nor does it address personnel issues or general education matters. The VDOE has 60 calendar days to issue a letter of findings. View additional information and the State Special Education Complaint form. A copy of the complaint, which includes the supporting documentation, must be simultaneously forwarded to the Procedural Support and Compliance office.
The U.S. Department of Education's Office for Civil Rights (OCR) enforces several federal civil rights laws that prohibit discrimination based on race, color, national origin, ancestry, sex, disability, and age in programs or activities that receive federal financial assistance from the U.S. Department of Education. Anyone who believes that an educational institution that receives federal financial assistance has discriminated against someone on the basis of one of the protected classes may file a complaint with the OCR.
The Procedural Support and Compliance office collaborates with other PWCS staff to respond to OCR complaints that allege the school division discriminated against a student based on disability. View additional information and the Complaint form. The complaint form or written statements should be submitted directly to the OCR.
A due process hearing is an impartial administrative legal process utilized to resolve disputes. It is conducted by an independent hearing officer appointed by the Supreme Court of Virginia. A parent or PWCS may initiate a request for a due process hearing based on alleged violations that occurred not more than two years before the date the parent or PWCS knew, or should have known, about the alleged violation.
The Virginia Department of Education (VDOE) is responsible for ensuring that the hearing officer’s decision and the management of the hearing comports with federal and state mandates. View additional information and the Parent Due Process form. A request for a hearing shall be made in writing to the Office of Dispute Resolution and Administrative Services at the VDOE. A copy of that request shall be delivered contemporaneously to the Procedural Support and Compliance office.
A Section 504 impartial hearing may be requested by PWCS or the parent of a student with a disability as defined by Section 504 to resolve any disagreement regarding the identification, evaluation, accommodations, modifications, and/or services; provision of a free appropriate public education (FAPE); or causality determination of a student with a disability.
A hearing may only be requested within one year of the date the parents knew, or should have known, about the alleged actions or facts that form the basis of the complaint. Requests for an impartial hearing shall be made in writing and delivered to the Procedural Support and Compliance office.