Special education directors are no strangers to juggling responsibilities, but the increasing challenge of SPED vacancies has made their roles even more complex. When you can’t find a licensed special education teacher, school psychologist, speech-language pathologist, or counselor to join your team, it can feel like you’re stuck in an impossible situation. Services still need to be delivered. IEP timelines don’t pause. Families are counting on you. So, what can you do when you’ve posted the job, contacted your networks, and still come up short?

This guide walks through short- and long-term strategies to manage SPED vacancies with care, compliance, and creativity. We’ll also explore how virtual solutions like Lighthouse Therapy can help fill critical gaps and support your staff and students right now.

 

Why SPED Vacancies Are So Common Right Now 

The special education staffing crisis isn’t new, but it’s gotten worse in recent years. According to the U.S. Department of Education, special education consistently ranks among the top areas of teacher shortage in nearly every state. And it’s not just teachers. School psychologists, speech-language pathologists, counselors, and BCBAs are also in high demand and short supply.

Districts in rural areas or with limited budgets often struggle the most. These schools face competition from higher-paying private sector jobs or larger districts with more resources. And even when candidates are available, burnout is high. Many experienced clinicians are leaving the field altogether, often citing heavy caseloads and lack of support.

The ripple effects are serious. Students may miss out on services that support their learning and development. IEP deadlines may be at risk, and compliance issues can arise. General education teachers and other staff may take on more than they can reasonably manage. And for special education directors, the emotional toll of trying to do right by students without the people power to deliver services can be overwhelming.

Recognizing that this is a systemic challenge, not a failure on your part, is the first step. Let’s talk about what you can do when the ideal candidate doesn’t walk through your door.

 

What Directors Can Do Right Now?

While you work on long-term hiring solutions, you still need to keep services going. Here are some immediate steps you can take to bridge the gap and ensure students continue to receive the support they need.

Redistribute Resources (Carefully)

You might consider redistributing caseloads among your current team. But be cautious, however, as adding too much to anyone’s plate can lead to burnout or inconsistent service delivery. Instead, create a team-based plan that includes clear expectations, temporary timelines, and admin support. Consider freeing up time in other areas (like paperwork or meetings) to help your SPED staff stay focused on direct services.

Tap Temporary or Retired Professionals

Some retired educators or clinicians are open to part-time or short-term work. Reach out to local networks or state education departments to see if anyone is interested in consulting or stepping back into the field temporarily. While this isn’t a long-term fix, it can buy you precious time while you continue your hiring search.

Use Support Staff Strategically

With the right supervision, paraprofessionals or teaching assistants can help implement accommodations and support behavior plans. Some districts also find success in having general education teachers co-teach or support SPED students during this time, though this must be handled carefully to avoid compliance issues.

None of these are perfect solutions, but they demonstrate your commitment to doing everything you can for your students. When paired with open communication and strong documentation, these stopgap strategies can keep your program moving forward.

 

Virtual Services Can Fill the Gaps 

When onsite hiring isn’t an option, virtual services can offer you a lifeline. The pandemic showed us that teletherapy and virtual support aren’t just “better than nothing”, but can be highly effective when done well.

What Can Be Done Virtually?

Many special education services can be delivered remotely, including speech-language therapy, occupational therapy, psychological counseling, academic support, and even comprehensive evaluations. Virtual providers can also attend IEP meetings, collaborate with teachers, and support behavior plans. In fact, for some students, virtual services may be less intimidating and more accessible.

Benefits of Teletherapy for Schools

One of the biggest advantages of virtual support is immediate availability. Instead of waiting months to find an in-person clinician, you can start services within days. That means fewer missed minutes, fewer compliance concerns, and more consistent support for your students.

Virtual services also give you access to specialists you may not be able to find locally, like bilingual SLPs, school psychs familiar with autism evaluations, or mental health clinicians experienced with trauma-informed care.

Plus, you get continuity. No snow days, no sick days, no subs. Virtual providers show up for their sessions, on time and ready to go.

Choosing the Right Virtual Partner

Not all virtual providers are created equal. Look for a partner who offers more than just a body to fill a role. At Lighthouse Therapy, we’re SPED-owned and clinician-driven. That means we understand the realities of school-based services, from compliance to compassion. Our clinicians are licensed, supported, and paid for both their direct and indirect time, which helps them stay engaged and deliver high-quality care.

If you’re overwhelmed by SPED vacancies, virtual services can help you stay compliant, support your team, and most importantly, keep your students learning.

 

Stay Compliant, Even When You’re Short Staffed 

It’s a difficult truth: even when you can’t fill SPED vacancies, your legal obligations don’t go away. Students are still entitled to the services in their IEPs, and districts are still accountable for providing a Free Appropriate Public Education (FAPE).

Your Legal Responsibilities Don’t Pause

Missing IEP minutes, delaying evaluations, or failing to implement accommodations can all lead to serious consequences. Districts may face due process complaints, state monitoring findings, compensatory education claims, or even federal investigations. And beyond compliance, the student impact is real, delays in services can affect academic progress, behavior, and emotional well-being.

That’s why it’s essential to develop an action plan the moment you realize a position may go unfilled. Interim supports, vendor partnerships, and communication plans should all be outlined early. A well-documented plan shows that your district is acting in good faith to meet student needs, even under challenging circumstances.

How to Document Staffing Shortages

Transparency and documentation are your strongest tools when facing scrutiny. If a service can’t be provided due to a vacancy, document every effort made to fill the position, from where you posted the job to how you followed up with candidates.

Be sure to include notes in IEP team meetings discussing the staffing challenges and the temporary steps being taken. Prior Written Notices (PWNs) should explain any changes in service delivery, delays in timelines, or alternative arrangements being proposed. Progress reports should continue to reflect the student’s needs and how those needs are being addressed, even if the method of service delivery has shifted.

Above all, communicate openly and proactively with families. Let them know you understand the importance of timely services, and that you’re committed to finding solutions. This transparency builds trust and may prevent misunderstandings or disputes down the road.

Using Vendors to Support Compliance

Third-party providers can step in to support compliance while you continue recruiting. Whether it’s completing overdue evaluations, offering compensatory services, or providing virtual therapy, outside partners can make a measurable difference. At Lighthouse Therapy, we help districts stay audit-ready with secure documentation, licensed clinicians, and transparent communication every step of the way.

Compliance is a crucial part of ensuring equity and access. Even when the road gets hard, you don’t have to walk it alone.

 

Long-Term Solutions for Recruitment and Retention 

Addressing SPED vacancies long term means building a place people want to work and stay.

Build a Culture People Want to Join

Creating an environment where special education professionals feel supported and appreciated doesn’t require sweeping changes, it often begins with small, intentional shifts. New staff thrive when they’re paired with mentors who help them navigate their roles and build confidence. When individual and team successes are celebrated openly, it fosters a sense of pride and belonging.

Providing access to wellness resources and encouraging staff to prioritize mental health sends a clear message: you care about your people, not just their productivity. When educators feel seen and valued as whole individuals, they’re more likely to stay and grow with your district.

Caseloads that are manageable, time carved out for collaboration, and administrative support for IEPs and paperwork aren’t extras, they’re essentials. These elements form the foundation of a workplace where people want to stay, not just where they’re willing to work.

Rethink the Hiring Pipeline

Cultivating long-term staffing solutions also means thinking ahead. Building partnerships with nearby universities allows you to host practicum students and interns, introducing them to your school culture and support systems before they even graduate. These early connections can be powerful recruitment tools.

It also helps to maintain an active, engaging online presence for job listings, keeping your district visible to potential candidates year-round. Language that reflects your values and commitment to staff support can make all the difference.

While the national shortage may be out of your hands, creating a district where educators feel welcome, supported, and empowered is entirely within your reach.

 

How Lighthouse Therapy Can Help 

At Lighthouse Therapy, we partner with schools and districts across the country to fill SPED vacancies quickly and effectively. Our virtual clinicians include:

• Speech-language pathologists (SLPs)
• School psychologists
• Licensed professional counselors
• BCBAs and behavior specialists
• Mental health professionals

We understand that schools need more than someone to “check the box.”

We pay our providers for both direct and indirect time, offer mentorship and supervision, and ensure everyone on our team has the support they need to show up fully for your students.

We also make onboarding easy, with quick starts, secure platforms, and direct communication. You stay in the loop every step of the way.

If you’re staring down SPED vacancies and need help now, Lighthouse Therapy is here. Let’s work together to keep students supported, staff encouraged, and services running.

Ready to talk solutions? Reach out to Lighthouse Therapy to schedule a conversation today.