Why Phone Calls Can Be Untrustworthy in IEP Advocacy

Imagine a family who recently participated in a contentious IEP meeting. The meeting ended abruptly when the school team opted to collapse it without the parents’ consent, frustrated by the parents’ proposal for additional interventions and lacking the data to substantiate their refusal. Shortly after, the principal called the parent, despite her prior request for written communication. During the call, the principal suggested misleading information about procedural safeguards in an attempt to persuade the parent to consent to decisions they were uncomfortable with. This scenario highlights a significant concern: when IEP team members choose verbal communication over written documentation, it can undermine transparency and create confusion for families advocating for their child's needs.

At ConnectEd Advocates, we understand that navigating the Individualized Education Program (IEP) process can be complex and sometimes overwhelming. One common scenario that often raises concerns is when IEP team members choose to communicate via phone calls instead of in writing. While phone calls can be convenient, it's essential to recognize the potential pitfalls of forgoing written communication.

Why Written Communication Matters

Written communication provides a reliable record of what was discussed, agreed upon, and any decisions made. It helps to ensure that everyone involved—parents, educators, and support staff—are on the same page. Here are some reasons why written documentation is crucial:

1. Clarity and Accuracy: Written communication allows for clear articulation of thoughts and ideas, minimizing the chances of misunderstandings. In the hypothetical scenario we mentioned, relying solely on a phone call can lead to confusion about procedural safeguards and agreements.

2. Accountability: Having a written record holds all parties accountable for their commitments and responsibilities. If changes are made to the IEP or specific services are discussed, a written document provides a point of reference that parents can rely on.

3. Legal Protection: In the event of disputes or misunderstandings, having documentation can be invaluable. For instance, in our example, if the parent later needed to contest the school’s claims, written records would serve as critical evidence of what was communicated and agreed upon during discussions.

What to Do If You Receive a Phone Call

If you find yourself on the receiving end of a phone call from an IEP team member, it’s important to handle the situation thoughtfully. While you may choose to engage in the conversation, follow these steps to ensure that your communication remains documented:

1. Engage with Care: If you decide to participate in the phone conversation, take notes during the call. Jot down key points, decisions made, and any timelines discussed. In our hypothetical case, taking notes would help clarify what was said about procedural safeguards.

2. Follow Up with an Email: As soon as the conversation concludes, send a follow-up email to the staff member and/or the entire IEP team. In your email, summarize the key points of the discussion, including:

• What was discussed

• Any agreements or decisions made

• Next steps and who is responsible for them

This will serve as an official record of the conversation and provide clarity moving forward.

3. Request Written Communication: If you have ongoing concerns about the lack of written communication, don’t hesitate to express your preference for email or other written formats. You might say something like, “I appreciate our conversation today. For clarity and record-keeping, could you please summarize our discussion in an email?” This is especially important in cases like the one described, where misinformation may be presented.

4. Get Confirmations in Writing: If a staff member agrees to something during a phone call or in-person meeting, make sure they follow up with their commitment in writing. This could be included in your follow-up email. For example, you might say, “Thank you for agreeing to implement the additional intervention. Could you please confirm this in writing so we can ensure it’s documented?”

5. Maintain a Communication Log: Keep a record of all communications regarding your child’s IEP, including phone calls and emails. This log will be a valuable resource when you need to reference past discussions, particularly when navigating contentious situations.

Conclusion

While phone calls can facilitate immediate dialogue, relying solely on verbal communication can lead to confusion and misinterpretations. By prioritizing written documentation, you help ensure that all aspects of your child’s IEP are clear, accountable, and protected. The scenario we discussed underscores the importance of asserting your rights and preferences in communication, as it can significantly impact your child's educational journey.

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At ConnectEd Advocates, we encourage parents to advocate for themselves and their children by insisting on written records of discussions and any agreements made. If you have questions or need support navigating IEP communications, our team at ConnectEd Advocates is here to help!