Please note, except for #1 and 2, the answer to every question below is “Yes.” Please always email the school.

1. I do not have an email, or I do not know how email works, what should I do?
   • In the short term, if you have a cell phone, you can start by asking the school for a number you can text. This way, at minimum, you have written correspondence through text messages. 
   • Also, AJE can help you set up a free email address and guide you through basic steps. Here is a more detailed explanation on how to create a free email address, https://support.google.com/mail/answer/56256?hl=en. (Please note, you can create free emails with other sites like outlook.com, yahoo.com, aol.com, etc.…)
2. I have emailed the school, what should I do with the email(s)?
   • Please keep the emails in safe space you can access. There are many ways to do this.
     1. Keep the messages in your inbox and be careful not to delete it. 
     2.  Create a folder in your inbox and put copies of the emails in the folder. 
     3.  Save each email as a PDF. Click here for instructions on how to do that. 
     4. If you are working with an advocate or an attorney, you can forward a copy of the emails to them. Your advocate/attorney will likely want to review all of your correspondence with the school.
3. Should I email the school when I discussed a topic with the school in-person:
   • At a meeting? 
     1. Yes, for every single kind of meeting. 
   • At the school in general?  
     1. Yes
   • At a school event?
     1. Yes
   • At a Parent-Teacher Conference?
     1. Yes.
   • At a Field Trip?
     1. Yes
   • At pick-up or dismissal?
     1. Yes.
4. I am worried about my notetaking abilities, should I take notes?
   • Yes, please try to take as many notes as possible, even if it is just bullet points. You can also review your notes afterwards and add to them later that day based on your memory. 
   • As an alternative, you can ask the school to send you a copy of its notes and then email your thoughts and revisions. 
   • You can also ask the school to record the meeting and email you a copy of the recording. 
   • You can make a recording yourself, but ask first!  DC is a one-party consent jurisdiction, meaning that only one person in a conversation needs to consent to the recording.  So while it is LEGAL to record the meeting without the knowledge/permission, it is not very polite and can make it harder to work with the school.
5. Should I email the school when I discussed a topic with the school:
   • On the telephone?
     1. Yes.
   • During a video conference/call?
     1. Yes
   • What should I say in my emails to the school?
     1. You can summarize what you and the school staff member discussed on the phone/during the meeting, and you can add anything you forgot to discuss and ask questions. You can also ask them to confirm that what you said was correct.
6. The school will only talk to me on the phone or in-person, should I still email to communicate with the school?
   • Yes. Summarize what you and the school staff member discussed on the phone/in-person and you can add anything you forgot to discuss and ask questions.
7. Should I email the school if my child went to a doctor’s appointment?
   • Yes. Before you leave the doctor’s office, ask the doctor or nurse for a doctor’s note. Insist that you need a copy before you leave. Take a photo of the note as soon as you receive it. Email the school why your child missed school and attach the photo of the doctor’s note.
8. Should I email the school when my child is home sick?
   • Yes, every single time, even if you do not have a doctor’s notes. Explain the reason in the email and ask the school to confirm receipt of your email.
9. My child or someone who lives with us has COVID, should I email the school?
   • Yes. You can also email the school a copy of the COVID results. Please review the Student-Family Handbook to find out the school’s COVID exposure policy to see if your child needs to miss school. If your child needs to stay home, the handbook can also inform you of when your child can return to school.
10. I trust the staff at my school and believe what they say, do I really need to send an email to memorialize our discussion(s)?
    • Yes. It is wonderful that you have a good relationship with your child’s school. AJE hopes that continues. Education decisions are supposed to be collaborative between the parent and the school, and trust is important for that. However, since we are all human and may forget important information, it is for your benefit and your child’s benefit to write follow-up emails. All good relationships require strong communication to stay strong, the follow-up email is just a way to ensure good communication.  We think it can be a way to maintain and even strengthen the school/home relationship.
11. My child is supposed to receive student transportation based on his/her IEP/504 Plan. There was a problem with my student’s transportation services today, should I email the school?
    • Yes, and you can also email OSSE at OSSE.DOT@dc.gov and call the Parent Resource Center number at (202) 576-5000. OSSE records all the discussions when you call (202) 576-5000. You can make a transportation records request to obtain copies of these audio recordings. Please read this blog to learn more about how to make a Transportation Records Request.
12. My child was attacked at school today, should I email the school?
    • Yes.
13. I have a concern about my child’s IEP/504 Plan, should I email the school?
    • Yes.
14. My child has been suspended, but I did not receive any paperwork, should I email the school?
    • Yes. You can email the school to ask for a Suspension Notice letter detailing why your child is suspended, the number of days they are suspended, if there will be a suspension conference to discuss the issues, and when your child can return to school. 
    • In this email, AJE recommends you also ask the school to provide make-up instruction and schoolwork for the instruction your child is missing while out of school. 
    • You can also request for social-emotional-behavioral documents like:
      1. Behavior Trackers
      2.  Incident reports
      3.  Detailed explanation of Responses to Intervention (“RTI”) the school tried before suspension
      4. Investigation reports
      5.  Witness statements from school staff
      6.  Redacted statements from students
      7. Your Child’s statement
      8. Other evidence related to the alleged incident
      9. Behavior plans or request the school create a behavior plan 
      10. Parent Contact Log.
15. The school has called to ask me to pick-up my child early from school, should I email the school?
    • Yes, email the school every time it asks to track how often it asks. You can email the school even if you chose not to pick them up early. 
    • In the email you can ask why the school to explain why it is asking you to pick up your child early. 
    • If your child has an IEP or 504 Plan, you can ask which supports and interventions has the school tried before calling you. Email the school. 
    • If your child does not have an IEP or 504 Plan, you can ask which strategies and interventions has the school tried before calling you. Please, email the school. 

When in doubt, write it out. 😀