Aim of policy:
For staff to understand the arrangements related to parent-meetings and to know their responsibilities
Policy statement:
Meetings with parents are an important and core process within any nursery, as they allow for the exchange for information about important topics such as care routines, children’s interests and preferences and the development of children. Parents should have the opportunity to meet with relevant staff both at set times of the year, and also when either the parents or the nursery staff have something they wish to discuss.
Role of the key worker
The key worker should be the first point of contact and meeting point for parents. The key worker is usually supported in their parent communication by the team leader or deputy team leader of the group. The role of the key worker is to ‘own’ their allocated children’s care routines, know about any updates to these, and to track and monitor their children’s development. In addition the key worker will usually develop a special relationship with their key children and parents.
Role of the team leader
Team leaders will support the key workers with their communication with parents and will take the lead whenever there is a complaint or ‘concern’ voiced by parents. Key workers will also be accompanied in parent meetings by their team leader (or deputy team leader).
Adhoc meetings
These meetings can take place at any point of the year, and can be made either by the request of the key worker or team leader, or by request of the parent. These meetings will usually be set up to discuss something specific; parents will often request these meetings if they have a concern about care or a complaint (for example about another child biting their child), whereas staff would often request these meetings to discuss a development or behavioural concern.
It is important that key workers and team leaders are properly prepared for these meetings, this means:
- Having a clear, written list of topics to discuss
- Having had a ‘pre-meeting’ between the team leader and key worker, and if relevant the manager to discuss who will say what, and how the meeting will be approached
- Having clear evidence related to the topic of the meeting to share with parents; for example if the meeting is called because a parent is concerned about their child being bitten, then a biting log should be compiled before the meeting, showing how and when the child was bitten. If the meeting is to discuss a behaviour concern, a behaviour log should have been kept, with very clear examples to share with parents
- Having a clear desired outcome of the meeting, (eg – what would you like the next steps t be, and how could the issue be resolved)
During the meeting staff should:
- Listen carefully to parent concerns and feedback; give them time to speak uninterrupted
- Make notes on what parents say, so you can come back and address their comments when its your turn to speak
- Value parents comments
- Answer carefully all points, truthfully and diplomatically
- State your points clearly and objectively
- State the desired outcome of the meeting
After the meeting staff should:
- Write a short summary of the meeting and send it to the parents on WhatsApp, to confirm any actions and key points discussed
- Feedback to the manager and the rest of the team
- Implement new procedures or processes in the classroom to address any concerns discussed (eg – if a complaint relates to a child going home in a dirty nappy, allocate a person to check before the child goes home everyday)
- Fulfil any promises or agreements made during the meeting, and follow up if relevant
Key-workers would not usually be expected to lead meetings with parents until they have completed induction.
Planned periodic meetings – gan wide
There are two rounds of planned meetings per year. One set in December time, and one set in June time. There is a set format and established protocol for these meetings:
- Each meeting is up to 30 minutes long, with the key worker and team leader or deputy team leader
- Where the deputy or team leader is also a key worker, another team member joins them for their parent meetings; so that meetings are always in two’s
- The manager sets the dates and time-slots according to colour groups in each class
- Meetings can be planned during the day (if taking place via zoom, like during COVID), or early morning (from 7:30am to 9:00), late afternoon (3:00-4:30) and evenings (4:30 – 8:30pm) for face to face meetings. Only one meeting can be scheduled simultaneously if taking place during gan hours, so that cover can be arranged for the classroom whilst the staff step out to lead the meetings
- Key workers prepare a development file for each child in their colour group, consisting of observational records, examples of children’s work and photos – annotated, and summative assessment records. In addition a ‘meeting preparation form’ is completed for each child by the key worker to highlight the topics for discussion
- Prior to the meeting taking place, the key worker reviews the development file and meeting prep form with the team leader, or deputy team leader to ensure that it meets required standards
- Parents are able to sign up for a meeting via a google form provided by the manager. Where the meetings are taking place on Zoom, the zoom link for the meeting is posted on the google sheet the day before the meeting
- The key worker should send a reminder message from the gan phone the day before the planned meetings to each parent
- The meeting takes place at the set time. If the meeting is via zoom, the key worker should share the developmental file electronically
- Usually parents who forget or cancel last minute are unable to re-book, unless permission is sought first from the manager
It is the role of key workers to be properly prepared and ensure developmental records are ready ahead of time for parent meetings. Failure to properly prepare records is considered misconduct. Key workers should ask for support in advance from senior staff if they need help.
During all parental meetings staff should behaviour professionally, should not express opinions but should root discussion in evidence based observations. Staff should refer any ‘complaints’ to the team leader in the meeting, who may ‘park’ the issue and refer it to the manager.
Staff should always avoid comments like ‘I agree with you’ and should instead use language like ‘I hear you’.
Information provided to parents about meetings
The following link provides you with access to the information given to parents about parent consultations. It is important that staff familiarise themselves with this information, so that they are aware of parent expectations for meetings.
Click here to view the information provided to parents
Further guidance for staff on preparing for meetings
This document is simply the overarching policy that provides the approach and aims for the meetings. Specific guidance and instructions on how to prepare and lead the meetings, along with the forms required, can be found on the link below: