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754882

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RSQXXX10.1177/8756870518754882Rural Special Education QuarterlyBuchter and Riggleman

Article
Rural Special Education Quarterly

Using Teleconferencing to Meet


2018, Vol. 37(3) 176­–182
© Hammill Institute on Disabilities 2018
Article reuse guidelines:
the Needs of Children, 0 to 3 Years Old, sagepub.com/journals-permissions
DOI: 10.1177/8756870518754882
https://doi.org/10.1177/8756870518754882

With Disabilities in Rural Areas journals.sagepub.com/home/rsq

Jennifer Buchter, MEd, MSW, LSW1 and Samantha Riggleman, PhD, BCBA2

Abstract
Serving families who live in rural communities can be a challenge for early intervention programs. Factors, such as travel,
family needs, and limited program and community resources, have been identified as ongoing barriers for this population.
Technology, specifically teleconferencing, can be a solution to provide equitable services compliant with Part C of
Individuals With Disabilities Education Act (IDEA; 2004) mandates and professional practices. This article will discuss how
to determine whether teleconference technology is a good fit and how to individualize, plan, and implement technology to
support families in rural communities. It will also discuss legal and practical considerations that must be taken into account
when using teleconferencing to discuss service delivery.

Keywords
rural areas, technology, collaboration, barriers, teleconference, early intervention, service delivery

Young children with disabilities and their families continue 2010; Olsen et al., 2012; Rural Early Childhood Special
to face challenges in accessing high quality, equitable ser- Education Task Force, 2010; Shaddock & Batchler, 1986).
vices based on the recurring issues of (a) lack of funding, These costs should not influence service delivery; however,
(b) lack of professionally qualified personnel, (c) lack of research suggests they often do (Olsen et al., 2012; Rural
policies that support flexible service delivery, and (d) lack Early Childhood Special Education Task Force, 2010). In
of individualizing services to meet the needs of families addition, these barriers affect the development of the
(McLaren & Rutland, 2013; Moffatt & Eley, 2010; Olsen, Individualized Family Service Plan (IFSP), which can neg-
Fiechtl, & Rule, 2012; Votava & Chiasson, 2015). Chronic atively affect outcomes for children and their families
shortages of early intervention providers nationwide affect (Votava & Chiasson, 2015). Rushed and inadequate family
all children, especially those in rural areas (Cason, Behl, & assessments have been found to occur more frequently with
Ringwalt, 2012; Hebbeler, Spiker, & Kahn, 2012; Houston, families in rural communities due to the 45-day timelines,
Munoz, & Bradham, 2011; Houston & Perigoe, 2010). limited assessment, and lack of access to families for fol-
These barriers to special education services for young chil- low-up (Votava & Chiasson, 2015). Legal mandates of the
dren with disabilities in rural communities identified nearly Individuals With Disabilities Education Act (IDEA; 2004)
20 years ago continue to exist today (Rural Early Childhood and recommended practices (Bruder, 2010; Division of
Special Education Task Force, 2010; Shaddock & Batchler, Early Childhood [DEC], 2014) dictate that services should
1986). Technology, specifically teleconference technology, be based on the needs of the child and family, rather than
is an option that can be used to address these challenges what is available or affordable to providers. Too often, chil-
(Hinton, Sheffield, Sanders, & Sofronoff, 2017; Houston & dren and families living in rural communities do not receive
Stredler-Brown, 2012; Meadan, Meyer, Snodgrass, & Halle, the early intervention services they require, and these ser-
2013; Moffatt & Eley, 2010). Technology is continually vices are not comparable with their peers’ in urban areas
improving, including affordability, ease of use, and access (Olsen et al., 2012; Votava & Chiasson, 2015). These
to devices and high-speed Internet. Early intervention pro-
viders can use teleconference technology to address the 1
University of Nevada, Las Vegas, USA
unique barriers that families living in rural areas may be 2
Grand Valley State University, Allendale, MI, USA
experiencing.
Corresponding Author:
Providing services to children and families in rural areas
Jennifer Buchter, University of Nevada, Las Vegas, 4505 S. Maryland
is associated with higher costs due to travel time, distance Pkwy., Las Vegas, NV 89154, USA.
between families, and a lack of providers (Moffatt & Eley, Email: buchterj@unlv.nevada.edu
Buchter and Riggleman 177

barriers negatively affect child and family outcomes (Olsen approach to teleconference technology (Brennan et al.,
et al., 2012). 2010; Hinton et al., 2017; Houston & Stredler-Brown,
This article examines the research on teleconference 2012; Meadan et al., 2013; Moffatt & Eley, 2010). Research
technology related to providing services to young children suggests that integrating technology should be individual-
and families. Barriers and challenges are discussed. A plan- ized and determined through objective measures (Houston
ning form is provided to assist practitioners and agencies in & Stredler-Brown, 2012; Olsen et al., 2012). Planning with
developing, implementing, or improving teleconference families and developing agency policies that support tele-
supports for families in rural areas. conference technology can eliminate some of these ethical
issues and prevent frustration and miscommunication.
Another ethical issue that requires explicit attention and
Benefits of Rural Education
planning is parents’ rights and potential issues related to use
Although there may be challenges in accessing educational of technology. Parents need to be informed of how telecon-
services in rural communities, there are many benefits. ferencing fits within their educational rights under IDEA
Educational benefits of rural areas include smaller class and and the risks associated with privacy and confidential per-
caseload size and greater parent involvement (Berry & sonal information being shared. Teleconference technology
Gravelle, 2013). Teachers in rural communities report a should not be used to replace a visit or used to justify a
positive relationship with their students and families, a high reduction in services but rather should be used to supple-
quality of life, fewer behavioral issues, and support from ment services and support the family and child in meeting
students’ families (Davis, 2002). These benefits are associ- their educational outcomes.
ated with teacher retention, a family-like atmosphere, col-
laboration, and a cohesiveness with the community
(Huysman, 2008; Malloy & Allen, 2007). Characteristics of What Is Teleconference Technology?
small communities have been associated with increasing Teleconferencing is defined as audio or audiovisual meet-
the inclusion of students with disabilities in the general edu- ings between geographically separated parties using tele-
cation classroom (Downing & Peckham-Hardin, 2007). communications networks, such as telephones or Internet.
Rural communities sometimes lack the resources for sepa- Teleconferencing has also been referred to as telepractice,
rate education environments; however, the close connection teleintervention, and telerehabilitation (American Speech-
to community members and the availability of natural sup- Language-Hearing Association [ASHA], 2010; Brennan
ports help students be successfully included in the general et al., 2010). Examples of free or low-cost teleconference
education setting (Downing & Peckham-Hardin, 2007). technology are Skype, GoToMeeting, and FaceTime. These
allow for all collaborative members to be involved in a home
Using Teleconference Technology to visit or meeting without being in the same room. Many tele-
conference technologies are free to use and can be accessed
Overcome Barriers on a smartphone, mobile device, tablet, or computer.
Teleconference technology can be an option to overcome Teleconferencing increases efficiency and results in a
some of the challenges faced by providing services in rural more effective use of limited resources, improved access to
settings (Houston & Stredler-Brown, 2012; Meadan et al., services, and improvements in quality of services
2013; Moffatt & Eley, 2010). With the increase in availabil- (Brookman-Frazee, 2004; Dixon, Verenikina, Costley, &
ity and improvements with technology, programs have Pryor, 2015; Gouseti, 2013; Lajoie & Lu, 2012; Moffatt &
begun to utilize two-way communication technologies, Eley, 2010; Nagykaldi et al., 2008). It is a very personal
such as Skype, GoToMeeting, and FaceTime, to provide medium when face-to-face communications are necessary.
services to families in rural areas (Hinton et al., 2017; Olsen It is also an effective alternative to travel, as traveling to
et al., 2012). While research does not clearly support tele- rural areas for multiple home visits can be difficult to coor-
conference technology in the education field, initial research dinate with multiple stakeholders. Table 1 can be used as a
suggests positive outcomes in providing coaching services planning tool to determine whether using teleconferencing
consistent with professional practices (DEC, 2014) and is an appropriate mode to meet the needs of children and
increasing equity in services and outcomes (Clark, 1986; families in rural areas and assist in individualizing the plan.
Houston & Stredler-Brown, 2012; Moffatt & Eley, 2010; The planning form also addresses whether the family and
Olsen et al., 2012; Suppo & Mayton, 2014). team members all have access to technology and whether
Teleconference technology has the potential to reduce or anyone, including parents, needs training on the use of tech-
eliminate barriers for families of young children with dis- nology to access the teleconferencing medium selected. If
abilities living in rural communities; however, early inter- teleconference technology is a viable option to increase ser-
vention Part C programs must be aware of ethical issues and vice time or added collaboration, special consideration
limitations in implementing a universal, one-size-fits-all should be given to the questions within the planning form
178 Rural Special Education Quarterly 37(3)

Table 1.  Planning Form.

Questions to ask Yes No Follow-up/notes


1. Does the agency have written policies regarding technology? Does the family agree with these policies?  
2. Does the family have access to high-speed Internet and technology?  
3. Is the technology compatible within team members? (iPhone, Droid, Kindle, etc.)  
4. Will the family be reimbursed for use of their equipment?  
5. Will the agency pay or provide for technology such as Internet access?  
6. Will the agency pay or provide (loan) technology such as devices?  
7. Does the team have the technology skills?  
8. Who will need assistance and training to implement the technology?  
9. The team will review plan by _______ (insert date).  

found in Table 1. It should also be determined if the partici- A recent randomized-controlled study examined a parent
pating agency has a written policy statement regarding the education intervention in managing the behavior of children
use of technology for receiving services. If there is policy, with disabilities through a telehealth parenting intervention
the policy should be followed to ensure compliance of each in rural Australia (Hinton et al., 2017). The intervention used
agency involved in service delivery. an evidenced-based parenting curriculum to examine the
effectiveness of adapting the curriculum to online modules
and weekly telephone or email support with a provider.
Benefits of Teleconferencing
The four measures used to evaluate effectiveness were
A literature review by Cason (2011) found that teleconfer- the Developmental Behavior Checklist–Primary Care
ence technology can support eight of the 14 indicators that Version, the Child Adjustment and Parent Efficacy Scale–
Part C coordinators report to the Office of Special Education Developmental Disability, the Parenting and Family
Programs (OSEP), including (a) timely receipt of services, Adjustment Scales, and a Client Satisfaction Questionnaire
(b) service in the natural environment, (c) child outcomes, (Hinton et al., 2017). These were all completed by the care-
(d) family outcomes, (e) two indicators for Child Find giver of the child in the intervention both before and after the
including children ages birth to 1 year and 1 to 3 years with intervention had taken place. Parents reported a high level of
IFSPs at the state and national level, (f) increasing public satisfaction, as well as a high module completion rate.
outreach and referrals, (g) meeting of the 45-day time line, Results of the study include a positive change in children’s
and (h) support for the transition from Part C to Part B ser- behavior, and these positive changes could be observed 3
vices. In addition to support of these indicators, the authors months post intervention.
found that telepractice supported the parent-coaching model
and implementation of strategies in everyday routines and Legal and Ethical Considerations When Using
activities in the natural environment (Cason, 2011; Houston
& Behl, 2012; Shaddock & Edwards, 1984).
Teleconferencing
Shaddock and Edwards (1984) and Houston and Behl While technology is pushing ahead at a rapid pace, educa-
(2012) provided two examples of research at the state level tion laws have not yet caught up in developing regulations
examining the implementation of a teleconference technol- on its use. There is some evidence that such uses of technol-
ogy program with families of young children with disabili- ogy produce the same effects and outcomes as compared
ties in rural areas. They examined the issues related to with face-to-face consultations; however, certain consider-
having children and families commute from their homes to ations must be made (McCarty & Clancy, 2002). It is imper-
early childhood programs. The advantages of the telecon- ative to protect personal information of children with
ference programs were a decrease in the disruption to the disabilities and their families and maintain a high standard
family; an increase in families implementing the interven- for privacy and confidentiality, as outlined in the Family
tion throughout the day, thus increasing the amount of Educational Rights and Privacy Act (FERPA). The U.S.
opportunities for practice; and an increase in access to Department of Education has several initiatives to provide
highly qualified professionals, and opportunities to prac- technical assistance to schools and private entities to protect
tice in authentic settings. Challenges included helping par- the privacy rights of children with disabilities. One initia-
ents feel comfortable with technology, selecting providers tive is the privacy tool kit that includes a list of frequently
comfortable with technology, having access to information asked questions, FERPA guidance, a library of commonly
technology (IT) support, and having limited access to high- cited resources related to confidentiality and security, and
speed Internet. checklists of important items to include in data security
Buchter and Riggleman 179

plans. The privacy tool kit, along with technical assistance, policies on confidentiality and security and make certain all
training materials, and a help desk, can be found online at employees are trained in these policies (Blaire, Bambas, &
http://nces.ed.gov/programs/ptac through the Privacy Stone, 1998). Also, consent forms signed by families and
Technical Assistance Center. This resource can be used to clients should document their awareness that there is a
assist states and programs in developing teleconferencing chance of unauthorized access during transmission, storage,
supports. and retrieval of information (McCarty & Clancy, 2002).
A legal issue to be considered in the expansion of tele-
conferencing in special education is the right of children
Implications for Practice
with disabilities and their families to protection of confi-
dential and identifying information (Cason, 2011). This is Practitioners need to be sensitive to the needs and prefer-
an issue at the state, agency, and individual level. Solutions ence of families living in rural areas. Although teleconfer-
include ensuring that all providers have a secure Internet ence technology should be introduced as a way to
connection when using teleconferencing, not using personal supplement face-to-face meetings and home visits, it should
devices that may result in accidental sharing of information, in no way replace them. Service providers can use the plan-
using password protected devices, and not using devices or ning form (see Table 1) to determine whether using telecon-
conducting meetings in a public space (Menzano, Goodwin, ferencing may be a way to alleviate any barriers to providing
Rockett, & Morris, 2011). For example, if a speech thera- services. This form provides recommendations for individ-
pist is providing a session using teleconferencing with a ualizing the planning process, clarifying communication,
family in a rural location, the speech therapist needs to be in and reviewing the implementation of the plan; however,
a location that maintains privacy, such as an office with a there are also financial considerations to consider along
door and not a busy coffee shop where others could hear with training all members on the agreed upon teleconfer-
and see the computer screen. Another issue that can arise is ence technology and what implementation will look like.
training for all parties involved in teleconferencing. It is
strongly recommended that, if families and providers find
that this method can alleviate some of the barriers of pro-
Flexible Policies That Support Teleconferencing
viding services to rural areas, all parties must be comfort- In using the planning form found in Table 1, service provid-
able in using the technology (Cason, 2011; Cason et al., ers should start with the first question that addresses whether
2012; Finkelstein et al., 2004). This may require that the the agency has written policies regarding technology and
family or provider receives some training in the desired whether the family agrees with those policies. Before dis-
teleconferencing medium to prevent inadvertently sharing cussing and implementing teleconference supports with
confidential information. families, providers should consult with their respective
According to the Health and Human Services (HHS) agencies to establish whether there is a policy in place on
Office for Civil Rights, the division charged with enforcing using technology with families. If there is a policy, it should
the Health Insurance Portability and Accountability Act of be reviewed to ensure that teleconference technology can
1996 (HIPAA), covered entities may communicate with cli- be used. Agency policies may need to be updated or clari-
ents and families so long as reasonable safeguards are used fied before implementing. If there is not a policy statement
when doing so (Baker & Bufka, 2011). Examples of safe- on using technology to enhance service delivery, practitio-
guards may include securing locations and equipment and ners should seek guidance and support in developing an
implementing technical solutions to mitigate risks, along agency policy. When developing an agency policy, the other
with providing training in the use of the technologies. questions on this form can be used. It is recommended that
Teleconferencing is an exciting area where future the policies be flexible enough to be individualized to meet
research is needed, especially in the legal issues that may the needs of families.
arise in using technology. Special considerations must be Agency policies should also include deciding when to
made when a team decides to use teleconferencing to best use teleconferencing. The nature of the visit and the needs
meet the needs of families of children with disabilities in of the child and family should be taken into consideration.
rural areas. Successful implementation of teleconferencing A home visit may be more effective or preferred for families
requires awareness and compliance with federal require- working with challenging behaviors or children who are
ments of privacy and protection of confidential informa- considered medically fragile.
tion. Obtaining competent training in the appropriate use of Teleconference technology can be used as needed and
teleconferencing for providers and families will help avoid appropriate to support the provision of services. Part of the
major risks and pitfalls in this novel area. In this emerging individualized planning process can include deciding which
area of practice, programs and providers must be proactive visits are a good fit for a teleconference visit and which are
about ensuring privacy and confidentiality. Every organiza- best for an in-person visit. Teleconference technology also
tion engaged in teleconferencing should have clear written can be used to support families and communication with
180 Rural Special Education Quarterly 37(3)

team members outside of scheduled visits and to support megabytes per second and approximately 78% had access
families as issues or concerns arise (Baharav & Reiser, 2010; to broadband speeds of 25 megabytes per second, which is
Brookman-Frazee, 2004; Vismara, Young, & Rogers, 2012). necessary for videoconferencing (U.S. Department of
Commerce, 2013). Research using synchronous technolo-
gies in teacher training programs found that bandwidth was
Financial Considerations
associated with the quality of audio and video. Lack of
Issues, such as access to technology (e.g., laptops, smart- bandwidth was associated with calls freezing, videos being
phones, tablets, high-speed Internet), payment or reim- pixelated, a mismatch or delay in audio, and dropped calls
bursement for use of families’ equipment and Internet, (Schmidt, MacSuga Gage, Gage, Cox, & McLeskey, 2015).
lending programs for families who may not have equip- For some technology platforms, early intervention pro-
ment, and policies and procedures for what will happen to viders and the family must use the same technology
damaged equipment, must be decided upon ahead of time (Question 3 on the planning form in Table 1). For instance,
and discussed to determine whether teleconferencing is a if a parent uses Skype with the speech and language pathol-
good fit for families. Once agency policies have been ogist, the same platform of teleconferencing should be used
reviewed or written, it is important to determine financial for all other service providers to ensure consistency of use.
responsibilities. An important component is whether the An option to ensure families have access to technology
family has access to the technology and Internet. On the devices and compatible equipment, such as laptops, iPads,
planning form in Table 1, Questions 2, 4, 5, and 6 assist in and tablets, is to provide equipment through lending pro-
planning and clarifying whether the family has access to grams. Although this may take an initial investment from
high-speed Internet and devices and whether the loaning of agencies, ensuring access to compatible technology in
devices is available. If the family does not have high-speed homes and among providers can reduce some of the barriers
Internet access, will and how will they be reimbursed for of teleconferencing. Policies will need to be developed
gaining access? Reimbursement issues and up-front costs regarding the use and storage of equipment and who will be
can be reduced through direct billing to the agency through responsible if the equipment is damaged or broken due to
an agreement with an Internet provider in the community. If regular use or improper use. All parties must be in agree-
the family has Internet access, will any portion of their ment and understand these policies.
expenses be reimbursed? These issues should be deter-
mined prior to implementation, so families are not left with
Training
unexpected expenses or misunderstandings about the
requirements and time line for reimbursement. Additional If the team, or family, does not have experience using the
questions that should be addressed are which documents the teleconference technology, a decision will need to be made
family will be required to provide for reimbursement along as to who will provide training and technical assistance to
with the time line for reimbursement. the team (Questions 7 and 8 of the planning form found in
These same issues arise in the reimbursement of cell Table 1). Individualization and planning are critical for suc-
phones and the associated costs. If a family will be using cess at both the program and individual level. Providers
their cell phones and data plans, will they be reimbursed must be qualified and comfortable using teleconference
any portion of the monthly plan costs? If they have to technology and have access to technology support both in
upgrade to a smartphone, will the agency cover the office and for the family.
expenses? If the family does not have access to technology, Larger agencies may have technology support available
will tablets, smartphones, or laptops be available? It is that they can use to support providers and families. Providers
important for agencies that use teleconferencing to develop may be required to go through technology departments to
and share policies surrounding the use of the equipment and ensure practices and policies are congruent and meet
the financial expectations should equipment be damaged requirements. These departments can be instrumental in
while being used. assisting in the development and implementation of a tele-
conference program. In addition to training, they can help
problem-solve issues as they arise. If these resources are not
Access to Technology available, other options for training support include offering
Questions 2 and 3 on the planning form found in Table 1 leadership opportunities for providers that may have an
address issues such as bandwidth and devices. Broadband interest and background in technology or contracting with a
width can negatively affect teleconference technologies due community provider, such as a local school district, state
to the large amount of video data being streamed between agency, or other organization in the area. A benefit of tech-
the users. The American Recovery and Reinvestment Act nology is that it has become much more user friendly.
(2009) increased access to broadband technology. By 2012, Families can be provided training in using equipment dur-
98% of Americans had access to download speeds of 3 ing home visits before implementing teleconferencing.
Buchter and Riggleman 181

Implementation and Evaluation Olsen et al., 2012). Future research is needed on the effi-
cacy of service implementation using such technologies
Once the planning form in Table 1 has been completed and with rural families.
a platform has been decided (e.g., Skype, GoToMeeting,
FaceTime), team members can plan a home visit to make Declaration of Conflicting Interests
sure all individuals involved are familiar with the technol-
ogy and the platform being used. This is best done with all The author(s) declared no potential conflicts of interest with
respect to the research, authorship, and/or publication of this
team members present to ensure the app (if an app is being
article.
used) has been downloaded and everyone has successfully
connected. Each platform will have its own method for con-
Funding
necting, such as email address, cell phone number, or
assigned group number. For example, Skype may be the The author(s) received no financial support for the research,
chosen platform. The family may use Skype on their smart- authorship, and/or publication of this article.
phone while others may be using a tablet or laptop. Once
everyone has been added to the invite or notice, it is impor- References
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