IPSEA
Independent Provider of Special Education Advice (IPSEA) offers free and independent legally based education advice to parents of children with SEND. They also provide training on the SEND legal framework to parents and carers.
School meetings
School meetings are a really important part of making sure your child is getting the support they need to thrive. Whether reviewing SEND support, talking about progress, or raising concerns, these conversations can make a big difference.
In this guide we’ll help you get the most out of school meetings so you can be sure your child is getting the support they need.
What are school meetings for?
School meetings can be arranged for lots of reasons. If your child is receiving SEND support, regular review meetings should be taking place and you should be invited.
But you don’t have to wait to be asked. If you’re worried about how your child is getting on at school or feel like something isn’t quite right, you can request a meeting at any time. This might be with their teacher, the SENCO (Special Educational Needs Coordinator), or another member of staff.
Organising a Meeting
1. Identify the right contact
Start by finding out the right person to speak to, usually your child’s teacher, the SENCO, or the school office.
2. Request a meeting
Then, send a polite email asking for a meeting. Here’s an example email you can adapt:
Subject: Request for A Meeting to Discuss [Your Child’s Name]’s Progress
Dear [Contact Person’s Name],
I hope this message finds you well. My name is [Your Name], and I am the parent of [Your Child’s Name] in [Class]. I am reaching out to discuss [briefly mention the purpose – e.g. academic progress, support needs, etc.].
I think a face-to-face meeting would be useful, to ensure we’re all aligned in supporting [Your Child’s Name] effectively. I’m available on [suggest a few dates and times if you wish], and I would appreciate it if we could arrange a convenient time for all parties involved.
Please let me know if there is any specific information or documentation you require from me before the meeting.
Thank you for your time and consideration. I look forward to hearing from you soon.
With regards,
[Your Full Name]
[Contact Information]
3. Prepare before the meeting
Here are some tips to help you prepare before the meeting:
- Ask who will attend so you know who you’ll be talking to.
- Request adjustments if needed (e.g. accessible room, large print, hearing loop).
- Let the school know if you’ll be bringing a friend or relative for support.
- Ask if documents will be shared before the meeting.
- Read the school’s SEND Information Report.
- Talk to your child about their experiences.
- Write down your questions use our Questions to Ask Your Primary School guide and Questions to Ask Your Secondary School guide for ideas.
During the meeting tips
1. Start with introductions
Make sure you know everyone’s name, role, and how they support your child. If someone’s role isn’t clear, it’s a good idea to ask for clarification at the start.
2. Ask for minutes to be taken
Check that the meeting will be recorded in writing and request a copy for your own records. Feel free to take your own notes as well so you have a personal record.
If no official minutes are taken, send a follow-up email after the meeting summarising what was discussed and any agreed actions, including deadlines.
3. Keep a list of questions close to hand
It’s easy to forget things in the moment, so bring your list of questions and refer to it throughout the meeting.
At any point, if you feel overwhelmed, it’s fine to say you need a moment. A short break can help you gather your thoughts and keep the conversation constructive.
4. End with clarity
Before you leave, make sure everyone is clear about what actions will be taken, who will do them, and by when. Agree how progress will be reviewed and, if possible, set the next meeting or review date. Confirm who your main contact is and the best way to reach them.
After the meeting
Following the meeting you should know:
- Who is going to do what and when
- How the action points are going to be reviewed
- How are any other issues going to be followed up
- Who you can contact if you have any questions
If you are unsure of any of these get in touch with the person who is your point of contact.
If concerns continue
After the agreed review period, check if the actions were completed and what impact they’ve had. If you still have concerns, then it’s best to:
- Speak to the Headteacher.
- Review the school’s complaints policy (on the school website).
- Consider requesting another meeting.
Useful links
Contact
Contact provide online, printed and helpline advice on education, benefits and finances, childcare, social care, medical information and more. They run programmes across the UK, including information sessions, workshops, drop-ins in hospitals and parenting courses.
EHCP process
Find out more about the EHCP process; requesting an EHC assessment, creating an EHC plan and disagreeing with a decision.
Find your local authority
Enter your postcode on the GOV.UK website to find your local authority, then visit their SEN support section to learn more about the support available in your area.