Parent Concerns Policy

Rationale:

Parent/staff concerns can adversely affect children's learning opportunities, and can affect the wellbeing of the school and community, so it is important to resolve them as soon as possible. The parents of children at West Eyreton School need to feel that there are clearly defined channels of communication if they ever wish to express concern about any aspect of the education of their children or the running of the school. In dealing with any concern it is important that both parties are able to express their views to each other, either directly or through a third party, in the certainty that they will be listened to and given serious consideration.

Note:
Concerns can be brought to staff in an informal manner. For the purposes of this policy “concern” refers to an issue that, in the staff member’s professional judgement, should be dealt with in a formal interview. In such cases the staff member approached will set an interview time with the parent raising the concern, and outline the procedures of this policy.
 

Procedures:

1. Initial meeting

(a) A parent may request a meeting with the class teacher, or support staff member, considered to be the most appropriate person in respect of a particular concern or complaint. If the issue lies with a support staff member then that person may ask the Principal, or one of the teaching staff, to be present at the meeting. If a support staff member does arrange for someone to be present then the parent must be advised of this before the meeting takes place.

(b) The most senior staff member attending the meeting must ensure that a written record is kept of the discussion at the meeting, and of any action points which are agreed to. This should be signed by all parties as an accurate record of the meeting.

(c) The written record must be kept in the child’s file and if necessary (ie where the issue relates to the running of the school rather than a classroom issue) a copy should be given to the principal who will place it in the confidential file kept by the principal for that purpose.

Note: If the issue is initially brought to the attention of a staff member who feels that another staff member is the one who should be approached in the first instance then that staff member should direct the parent to the appropriate person.

2. Involving the Principal

(a) If a parent or a staff member feels the issue was not adequately resolved at the initial meeting then the Principal should be approached.

(b) The Principal must gather all necessary data from both sides before attempting to resolve the matter. If necessary, or appropriate, an external adviser may be consulted to provide assistance in resolving the matter. The Principal may be able to resolve the issue without bringing all parties together, but the outcome must be agreed to by them all.

(c) The Principal must ensure that a record is kept of any meeting, or discussions, held to try and resolve the matter, and of any action points which are agreed to. This should be signed by all parties as an accurate record of the meeting.

(d) Any written record must be placed in the child’s file and if necessary (ie where the issue relates to the running of the school rather than a classroom issue) in the confidential file kept by the principal for that purpose.

3. Involving the BOT chairperson

(a) If the Principal is the person concerned and the parent feels that the issue has not been resolved, or if the parent feels the issue has not been resolved despite the involvement of the principal, the chairperson of the Board should be approached.

(b) The chairperson must gather all necessary data from all parties before attempting to resolve the matter and set up a combined meeting of the relevant people unless such a meeting is not considered to be desirable. If necessary, or appropriate, an external adviser may be consulted to provide assistance in resolving the matter.

(c) The chairperson must ensure that, if a meeting is held, a written record is kept of the discussion at that meeting, and of any action points which are agreed to. This should be signed by all parties as an accurate record of the meeting.

(d) The written record must be given to the principal who will place it in the child’s file, and if necessary, (ie where the issue relates to the running of the school rather than a classroom issue) in the confidential file kept by the principal for that purpose.

4. Involving Board of Trustees

If steps 1-3 have failed a parent may send his or her complaint in writing to the Board of Trustees who will then determine whether any further action can be taken and report back to the parent on what is proposed.

Note: If initial expressions of concern are addressed to a Board member it is the role of that member to point out the correct procedures to be followed.

Conclusion:

If concerns can be readily resolved it makes for a harmonious and co-operative school setting where children are free to get on with the business of learning.