IPPN

Published: 20 June 2004

Communicating Professionally

Telephone calls from the DES to schools in recent weeks relating to SEN issues have raised serious concerns among principals. The key issues are:

• The timing of calls:
  Given the importance of special education needs, it seems very unprofessional that principals are telephoned in such a casual manner. Such important business should be conducted through normal correspondence or by a pre-arranged visit to the school. Even if this cannot be done, a telephone discussion should be arranged by appointment, particularly for teaching principals as they are engaged in fulltime class teaching. Callers have demanded detailed information requiring access to files and time for consultation with other staff members, hence the need for preparation.
• The nature of the information sought:
  Most, if not all, of the information requested has already been provided in written form to the DES and is a matter of record. Many principals are now giving the same information for the third time.
  

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Professional Guidance

Where sensitive information about children or staff is sought by the DES, Health Boards or other third parties:

1. Insist on the caller / visitor to verify their identity to your satisfaction and provide appropriate contact details.
2. Establish the purpose of the call.
3. Request the nature and scope of the information sought and implications thereof. You are entitled to request the purpose(s) for which the information sought will be used.
4. Return the call or make an appointment for a mutually appropriate time.
5. Consider if the information being requested is privileged i.e. - do you have the right to pass it on without written permission? If a third party seeks a copy of a report which you have received on behalf of a child, written permission to release such a report should be sought form the parent / guardian.
6. Consider if any of the information requested is outside your area of professional competence i.e. are you being asked for a legal, medical or a psychological opinion?
7. Consider the wisdom of confining discussion, information and opinions within the scope of your professional expertise in educational matters. Stick to facts and professional opinions which you can stand over.
8. Keep a written record of any information which you have passed on verbally and copies of any letters, forms etc.
9. Unfortunately, principals have discovered in the past that 'informal telephone conversations' have been recorded in detail by health board officials etc. and subsequently relayed to others causing considerable stress to the obliging principal.

This professional guidance should be considered in all situations where you are engaged in a telephone conversation or a face to face meeting with a third party seeking any information that might be considered sensitive.

Is Mise Le Meas,

Seán Cottrell
Director