Requesting a meeting

Requesting a Meeting

When to Call a Meeting

Meetings to discuss reasonable adjustments should be arranged promptly. It can take time to organise people to attend, and waiting might make matters worse for the student.

A student with disability, the student's parents or carers, a school staff member, or a consultant with specialist expertise can request a meeting to discuss reasonable adjustments. The request can be made in person, or by a telephone call, or in an email or letter.

A request for a meeting should be addressed to the person who is responsible for making decisions, such as the student’s teacher, or the school principal, or another member of staff.

When a meeting is proposed, everyone has the right to know the purpose of the meeting and who else will be there.

Meetings should involve active discussion. If the purpose is simply to give information, there may be more efficient ways to do this, such as by email or by telephone.

Requesting a Meeting: In Practice ...

Example of an email requesting a meeting to discuss reasonable adjustments:

Dear Mr Di Masi,

I am writing to request a meeting with you to discuss the learning needs of our son, Jack, who will be enrolled in your school next year.

Jack currently loves attending his local pre-school and is looking forward to coming to school with his friends. He has a great sense of humour and loves being the centre of attention. Jack also has cerebral palsy, so I am writing to request a meeting with you to work out what he needs so he can participate on the same basis as other students.

Jack is working with a speech therapist to improve his communication, and also with a physiotherapist. I think it would be useful to invite them to this meeting too, so I have copied them into this email.

We would prefer to have a meeting with you between the hours of 12 and 2pm or after 5pm on weekdays.

Kind regards,

Jane Walsh and Simon Walsh


What information should be provided when requesting a meeting?

Describe the person and their disability and include any other relevant information.

Be specific about the purpose of the meeting and what you need to discuss, e.g. to ‘discuss an excursion’ or ‘to review a learning plan’.

Nominate people, such as specialists, who would contribute different perspectives to the discussion.

Indicate if the meeting is urgent and propose times that would suit you to attend.

The Toolkit

This toolkit contains tips for people who have to organise or attend a meeting.

Requesting a meeting Managing meetings Being prepared Managing emotions Keeping records Was the meeting successful?