Protocol for Contacting Parents reporting absence of their ward

This Circular to staff.

Dear teachers

It has come to attention that there has been an avoidable incident involving a mistaken phone call to a parent regarding a student's absence. The reaction of the parent who has dropped  in the child himself and the child's reported absent the school can be imagined.

Such errors can cause unnecessary distress to parents and angry exchange of arguments at the reception.

To ensure that such incident do not recur, the following protocol must be strictly adhered to when contacting parents:

1. Thorough verification of Details: Before making any call to a parent regarding a student's absence or any other matter, It is imperative to verify the following information:

A. Student's full name

B. Class and section

C. Parent's name and contact number

D. Clear and Concise Communication: When speaking to parent, ensure that the information conveyed is clear and accurate. Avoid any ambiguity that may lead to misunderstandings.

2. It is essential to call parents with sensitivity and empathy. Understand that parents may be highly sensitive about their child's well being.

3. Maintain a record of all call made to parents, including the date, time, and the reason for the call. This record can be invaluable in case of any disputes.

AI teachers should adhere to this protocol diligently. The school's reputation for care and attention to detail is paramount, and we must strive to maintain the highest standards of communication with parents.

Sincerely,

Onkar Singh Shekhawat

Principal