Understanding the 2025 SPED Staffing Crisis

As the 2025–26 school year gets underway, many school leaders find themselves in a now-familiar bind: classes are in session, but special education positions remain unfilled. This isn’t just a local issue. It’s a national challenge that continues to deepen and impact countless communities. According to a March 2025 report from EdResearch for Action, 51% of schools across the country still had open special education positions late in the hiring season. That’s over half of all schools grappling with the same question: how do we serve our most vulnerable students without the staff we need?

From small rural districts to some of the nation’s largest urban systems, the effects are being felt across the board. In San Francisco, for example, more than 200 students with IEPs started the school year without their mandated supports, sparking urgent reforms within SFUSD. Meanwhile, in San Antonio, school districts have seen a 32% increase in students needing special education services, with many campuses forced to scramble for support through third-party contracts and emergency staffing plans.

These special education staffing shortages are disruptive. They put a real strain on compliance, IEP service delivery, and team morale. Case managers and administrators are often stretched thin, juggling extra duties while trying to ensure students don’t fall through the cracks. Legal risks rise when schools can’t fulfill their IDEA obligations. Delays in services may lead to compensatory education, strained family relationships, and due process concerns. And perhaps most heartbreakingly, students who need consistent, individualized support face yet another barrier to learning.

Causes of the Ongoing Shortage

There’s no single reason behind this special ed hiring crisis Rather, it’s a perfect storm of systemic challenges:

• Teacher burnout and overwhelming caseloads have pushed many experienced educators out of the field.

• Low pay and limited administrative support make it difficult to retain even the most passionate professionals.

• Fewer college students are graduating with special education degrees, leading to a shrinking pipeline of qualified candidates.

• Delays in credentialing and certification processes, especially in high-need areas, mean even willing candidates can’t get into classrooms fast enough.

Understanding these root causes is the first step toward finding sustainable solutions. The good news? There are creative, immediate, and long-term strategies that school leaders can begin exploring today and we’ll walk through them next.

 

What to Do When the Year Starts Without Enough SPED Staff

If your school year has kicked off and you’re still staring at unfilled special education positions, unfortunately, you’re far from alone. Across the country, principals and special education directors are navigating this same tough terrain. It’s frustrating. It’s high-stakes. And it can feel overwhelming to balance compliance, student needs, and limited resources all at once. But take a breath. You’re not failing. You’re leading through a systemic crisis, and there are clear, concrete steps you can take starting today.

First, let’s normalize the situation. This isn’t a reflection of poor planning or lack of effort. The educator workforce shortage, especially in special education, is a multi-layered challenge that even the most proactive leaders can’t solve overnight. What you can do is approach the current reality with a calm, organized strategy that prioritizes legal compliance, student support, and thoughtful communication.

Here’s a simple decision-making checklist to help you get your bearings:

• Are IEP services currently being met for all students? If not, where are the gaps?

• Which positions are unfilled? Knowing what roles are vacant helps you triage effectively.

• Who can legally serve students right now? Consider certified staff in other roles, paraprofessionals, and external providers as interim solutions.

Document Everything Immediately

One of the most important actions you can take in the face of special education staffing shortages is to document all decisions and efforts related to service delivery. Under IDEA (Individuals with Disabilities Education Act) and FAPE (Free Appropriate Public Education) requirements, schools are legally obligated to provide timely and appropriate services to students with disabilities.

If a service is missed due to staffing gaps, make sure it’s recorded and plan to offer compensatory services when feasible. Documentation doesn’t just protect your school legally; it also demonstrates a genuine commitment to doing right by students during a difficult time.

Prioritize IEP Service Delivery

When you don’t have enough staff, it’s essential to make the most of the resources you do have. Work with case managers to triage services based on urgency and impact. Which services are absolutely essential for access to learning? Speech therapy, occupational therapy, and direct instruction minutes are often the highest priority.

Develop interim service plans that outline how students will receive support until a permanent staff member can take over. Involve your team in creative brainstorming Sometimes a short-term fix, like reallocating caseloads or using a certified staff member in a new capacity, can make a big difference.

Above all, stay student-focused and transparent. Families appreciate honesty and collaboration, especially when they see how hard your team is working to meet their child’s needs.

Staffing Strategies That Work Mid-Year

Being short-staffed in the middle of the school year is more common than many people realize. This is especially true in special education, where gaps in staffing can quickly affect student services, compliance, and teacher burnout. Whether a team member resigns unexpectedly, a position goes unfilled for too long, or your student needs shift, school leaders often need solutions that are both fast and practical. Fortunately, there are strategies that can help fill SPED roles during the school year without overwhelming your team. The ideas below offer both short-term fixes and long-term planning options.

Contracted and Interim Staff

When immediate coverage is needed, special education contractors can provide certified professionals quickly. Partnering with staffing agencies or teletherapy companies can bring in special education teachers, related service providers, or school psychologists within a few days or weeks. These professionals can stabilize services while you continue searching for a permanent hire.

Part-time or retired educators are also valuable options. Some may be interested in supporting a small caseload, writing IEPs, or providing coverage during busy times. Paraprofessionals can help as well. With the right supervision, they can take on more support duties to ease the load on certified staff.

Leverage Existing Staff Creatively

Before hiring, it’s worth reviewing how your current certified SPED teachers are deployed. Some schools temporarily reassign staff across multiple campuses based on current needs. Others use itinerant or regional service models that allow one teacher to support several schools.

Substitute teachers with a background in special education are another resource. With guidance and clear expectations, they can fill longer-term roles and provide meaningful consistency for students.

Build a Para-to-Teacher Pipeline

Looking ahead, creating a pipeline from paraprofessional to teacher is one of the most sustainable staffing solutions. In places like Stamford and Bridgeport, districts offer mentorship and tuition assistance to help paraprofessionals become certified special education teachers. These team members already know the students and school culture, making them strong candidates for future roles. Investing in their development can reduce long-term hiring challenges and strengthen your overall team.

Remote Support Options to Fill Gaps

When in-person staffing falls short, many districts are turning to remote special education services as a reliable solution. Virtual platforms like Lighthouse Therapy provide immediate access to certified specialists in areas such as speech therapy, counseling, occupational therapy, and academic intervention. These services offer the flexibility and speed that schools often need during the middle of the year, especially when local hiring efforts are slow or unsuccessful.

One of the biggest benefits of remote SPED services is how quickly support can begin. Instead of waiting months to hire a full-time onsite provider, schools can connect with licensed professionals within days. These remote specialists are experienced in virtual instruction and trained to deliver services that align with IEP goals. They also bring a wide range of expertise, often beyond what is available locally, allowing districts to match students with the right provider.

Districts using platforms like Lighthouse Therapy report improved continuity of services, even during staffing transitions or unexpected absences. Students log in from a quiet space on campus and work with the same provider consistently, building strong relationships and trust. For many schools, this model helps ensure that no student goes without required services while still maintaining high standards of care.

Legal Compliance with Remote Services

Using remote providers does not reduce a district’s responsibility to comply with special education laws. Services delivered virtually must still meet all IDEA requirements and be documented in the IEP. This may include amending the IEP to reflect remote delivery and obtaining written parent consent.

Schools must also verify that remote service providers hold valid licensure for the state in which the student is located. Partnering with experienced teletherapy providers can simplify this process and help ensure all compliance requirements are met from day one.

 

Staying Compliant with FAPE and IDEA During Shortages

When special education staffing shortages occur, school districts still remain legally responsible for providing a Free Appropriate Public Education (FAPE) to all students with disabilities. Even in the absence of a fully staffed special education team, services outlined in the IEP must be delivered to the greatest extent possible. Failure to meet these obligations increases the risk of due process complaints and legal action. However, there are steps districts can take to stay compliant with IDEA and protect both students and staff during these challenging periods.

According to guidance from the U.S. Department of Education, schools must make every reasonable effort to provide services, document attempts to do so, and work collaboratively with families. This includes using available staff creatively, contracting with remote providers, and documenting any changes in delivery.

Clear, written communication and proactive planning can help reduce legal risks while preserving trust with families.

Communication with Families

During staffing shortages, it is essential to keep families informed with transparency and care. Written communication should clearly explain how services are being provided in the short term, who is delivering them, and what changes, if any, have occurred. Always involve the IEP team in discussing interim solutions and next steps.

Sample language for family updates:
“While we are actively working to hire a certified special education teacher, we are providing support through a licensed virtual provider to continue delivering your child’s services as outlined in the IEP. We will reconvene the IEP team if adjustments are needed.”

Avoiding Due Process Violations

Ignoring or minimizing missed services can lead to serious legal consequences. Common pitfalls include assigning unqualified personnel, skipping required services, or failing to document service gaps. Districts should proactively plan for compensatory education if services cannot be provided on schedule. Keeping detailed records and collaborating with IEP teams to identify make-up services can help meet FAPE requirements while minimizing due process risk.

 

Long-Term SPED Staffing Solutions to Start Now

While emergency staffing strategies are necessary mid-year, now is also the time to think long term. Special education director strategies that focus on sustainability can reduce crisis hiring and improve outcomes year after year. Whether your district is large or small, starting early with intentional planning makes a measurable difference. Building a pipeline, improving retention, and investing in future educators are all part of the solution.

Districts that prioritize special education recruitment months ahead of the new school year are more likely to fill positions with strong candidates. Begin identifying projected needs and allocating funds now so that your hiring process is not rushed later. Many states offer special education-specific grants, “grow your own” teacher initiatives, or alternative licensure programs. These options can help widen your applicant pool and support nontraditional candidates already working in schools.

To dig deeper into these strategies, explore our full blog on how to attract and retain special education staff.

Start a Local Pipeline

Partnerships with local colleges, universities, and online certification programs can help you create a steady flow of future SPED teachers. Consider hosting student teachers or offering practicum placements in your district. Promote alternative certification pathways to paraprofessionals or substitutes who already know your students and school culture. A “grow your own” SPED teacher model builds loyalty and fits your district’s unique needs.

Improve Retention with Support

Recruiting staff is only part of the equation. Keeping them is just as important. Support new SPED teachers with mentorship programs, access to veteran educators, and administrative help with case management. Flexible scheduling, smaller caseloads, and a strong sense of team can reduce burnout. Long-term success starts with a culture that values, supports, and invests in its special education professionals.

Final Checklist: What School Leaders Should Do Now

​​Staffing challenges in special education require both quick action and long-range thinking. Whether you are a school principal, SPED director, or district administrator, having a clear plan in place can help protect IEP service continuity and reduce legal risk. Use the checklist below to stay focused on the steps that matter most right now.

Action Steps for School Leaders:

• Review current IEPs and identify any unmet service areas

• Document all attempts to hire or contract special education staff

• Communicate transparently with families and involve IEP teams

• Explore remote SPED services and verify provider credentials

• Reassign certified staff or use itinerant models as needed

• Plan for compensatory services if gaps occur

• Launch long-term recruitment and retention strategies

• Partner with HR to build a staffing plan for next year

If you’re looking for a fast, reliable way to maintain special education services, Lighthouse Therapy can help. Our credentialed virtual providers deliver high-quality support in speech therapy, OT, counseling, and more. Contact us today to explore remote solutions tailored to your district’s needs.