Best Practices When Speaking with Parents and Guardians

• Before communication about a student, be sure to confirm who has the appropriate access to the student’s information. This is especially important in custody or guardianship information.
• Make sure to use the appropriate official channels for communication and also use your district-provided communication tool. NEVER use your personal phone or email!
• If you anticipate a conversation to be difficult (discipline, an allegation, etc.), loop in an administrator before the conversation.
• Never discuss a student (be it their records, grades, behavior, etc.) in a situation where another parent could overhear or where it identifies a second student. If a parent references another student by name, attempt to redirect the conversation- don’t confirm or discuss that student’s information.
• If a parent alleges misconduct, do not investigate or admit fault. Instead, direct it immediately to the administration.
• Contact your union representative if a conversation turns into, or could turn into, a formal complaint.
• Avoid sharing opinions about another student, another parent, or a colleague.
• Keep venting about administration or district policy out of conversation.
• South Dakota is a one-party consent state—that means a parent can legally record your conversations without telling you. Conduct every conversation as though its being recorded. For high-stakes conversations, don’t be afraid to ask an administrator to be present.
• Treat EVERY email, text, and note as a potential exhibit- write it as though it could be read aloud.
• Follow district policy on which conversations must be documented or copied to an administrator.
• After a difficult verbal conversation, send a brief, factual follow-up email summarizing what was discussed.

As always, should you have any questions or issues arise, reach out to your UniServ Director!