Across PreK-12 schools, special education teams regularly balance growing caseloads, compliance requirements, and ongoing staffing shortages. At the same time, artificial intelligence (AI) is becoming more common in educational technology, raising important questions about how it can fit into school-based special education programs.
In school settings, AI isn’t designed to replace educators or related service providers. When implemented thoughtfully, AI can support special education-related programs by reducing administrative burden, improving data visibility, and helping teams work more efficiently.
At Presence, we see technology as a support system—one that complements professional expertise and helps schools deliver consistent services. Here are eight ways schools can leverage AI to support their special education-related program.
1. Use AI responsibly to support, not replace, human judgment
In its guidance on AI in education, the U.S. Department of Education emphasizes that AI should support educators, not replace professional judgment. For special education teams at schools, this means AI can help manage complexity—but it should not replace a human-centered approach to Individualized Education Program (IEP) decisions.
AI can help school districts analyze information, recognize patterns, and assist with routine tasks such as documentation, scheduling, and data organization. Qualified individuals should always, however, be responsible for determining eligibility, services, and placement decisions in line with the Individuals with Disabilities Education Act (IDEA).
2. Reduce administrative workloads with AI-supported tools
Administrative tasks such as documentation, progress monitoring, scheduling, and timeline tracking are essential, but can become inefficient and frustrating without the right support. In a 2023 RAND report on teacher well-being, researchers found that administrative work was a top source of job-related stress for educators.
AI-supported tools can help schools:
- Organize and summarize session documentation based on provider inputs
- Flag scheduling gaps or caseload conflicts
- Track timelines for evaluations, IEP reviews, and service delivery
By improving efficiency and reducing manual tracking, AI can help special education-related teams redirect time and attention back to supporting their students.
3. Strengthen data visibility to better inform IEP discussions
Educators and providers in special education-related programs rely on data to guide instruction, monitor progress, and inform IEP discussions. But in a 2019 study on special education teachers’ perceptions on data collection, educators noted that data collection efforts were often inconsistent across students and settings, or difficult to understand without more training.
When used responsibly and securely, AI can help make that data easier to organize and review. While AI should never make eligibility determinations or interpret formal assessment results, it may help teams see patterns in student intakes and service delivery more clearly. AI-enabled tools can, for example, analyze student progress over time and surface trends that may warrant closer attention. In tiered systems of support, AI analysis can help identify when adjustments to the intensity or frequency of services may be needed. These insights can support more focused IEP meetings and clearer collaboration across teams.
4. Improve coordination and consistency across school campuses and teams
Staffing shortages, geographic barriers, and inconsistent coverage can delay services for eligible students. AI-enabled platforms, especially when paired with teletherapy and remote assessment solutions, can help schools expand access to more students by simplifying scheduling, documentation, and communication across locations.
Presence supports this work by helping school districts connect students to special education-related services through secure technology and a nationwide provider network—supporting more consistent service delivery across campuses.
5. Protect student data with AI tools aligned to privacy laws
Compliance is a central concern when schools explore AI. Responsible implementation of any AI-powered support for special education-related services should include:
- Verification of student data privacy. Does the AI tool protect, store, and use data in a clear, FERPA-aligned manner?
- Confirmation of exact data usage. Is student data being used to train AI models?
- Ongoing human oversight. Do qualified educators and providers retain responsibility for decisions and maintain control over outputs?
- Transparency for all users. Are families, educators, and providers informed about how AI features function and how data is used?
Organizations like the Future of Privacy Forum emphasize the importance of building and implementing systems intentionally to protect student data. Schools should evaluate AI tools carefully and partner with vendors who understand the regulatory landscape of PreK-12 education.
6. Integrate AI into existing special education workflows
AI tools don’t always require schools to rebuild their systems from scratch. In many cases, AI can enhance workflows that are already in place. When assessing AI support, districts can start by asking a few practical questions:
- Where does documentation currently take up the most time?
- Which administrative tasks rely on manual tracking?
- Where do teams lack visibility into progress or timelines?
From there, schools can identify AI-supported features and tools that address real needs. Platforms built specifically for schools—and designed with privacy and compliance in mind—can help teams adopt AI more efficiently and confidently.
School-based tools like Kanga by Presence support remote assessments, progress monitoring, and documentation within an all-in-one, secure platform designed for IEP-related service delivery.
7. Train and support educators and providers as new AI tools are introduced
Clear communication and support are essential to the successful implementation of any AI tool. Schools that introduce AI most successfully tend to:
- Clearly explain to staff, families, and providers what AI does and does not do
- Provide guidance on reviewing AI-assisted outputs
- Create opportunities for shared learning across teams
When educators and providers understand the role, limitations, and possibilities of AI, they are better positioned to use it confidently and appropriately.
8. Improve visibility into schedules, service delivery, and investments
AI-supported tools can help identify patterns in service delays, missed sessions, or documentation gaps. By supporting scheduling efficiency, improving documentation consistency, and increasing visibility into timelines, AI can help schools operate more predictably and make the most use of their existing resources.
Over time, districts may see fewer missed sessions and more consistent service delivery—supporting both compliance and continuity of experience.
Conclusion: Adopt AI with clear guardrails and human oversight
When implemented thoughtfully, AI can help schools reduce administrative burden, improve data visibility, and strengthen consistency in how special education-related services are delivered. It can increase operational confidence, support compliance, and help teams respond more predictably as student needs change.
AI tools in education will continue to evolve, shaped by feedback from schools, providers, and families. As districts explore tools, one principle should remain constant: AI should support qualified educators and providers, not replace them, and come with clear boundaries and human oversight.
