How to Collaborate With Parents During the Referral Process
Introduction
The referral process can feel overwhelming for both educators and families. Parents often bring deep concerns and observations from home, while educators bring data and professional expertise from the classroom. When these perspectives come together in a collaborative way, the referral process becomes smoother, clearer, and more supportive for the students.
1. Start With Clear Communication
Be informative: Let parents know what the referral process is and what to expect.
Avoid jargon: Break down terms like FIIE, eligibility, or RTI/MTSS in parent-friendly language.
Be transparent: Share what you’ve observed in the classroom, including both strengths and concerns.
💡 Pro Tip: Provide parents with a simple overview of the process so they feel prepared walking into the meeting. TEA's Overview of Special Education for Parents
2. Value Parent Input
Parents see their child in ways educators cannot. Ask open-ended questions such as:
“What concerns, if any, do you see at home?”
“What strategies have helped or not helped?”
Acknowledge their insights as valid data in the process.
Document their input formally so they know their voice matters.
3. Share Intervention Data Clearly
Present progress monitoring data in a parent-friendly format (graphs, simple summaries).
Explain what interventions have been tried, how often, and how the student has responded.
Clarify that interventions do not stop when an evaluation begins—support continues alongside testing.
4. Set Realistic Expectations
Explain the timeline: 15 school days for consent response, 45 school days for evaluation, and 30 calendar days for the ARD/eligibility meeting.
Discuss possible outcomes: eligibility for special education, referral to 504, or continued interventions.
*Reassure parents that the process is designed to determine the best way to support their child, not to label them unnecessarily.*
5. Keep Collaboration Ongoing
Continue to monitor and provide updates on current interventions during the evaluation.
Encourage parents to share any new concerns or outside documentation (like medical reports or private evaluations, if available).
Maintain open lines of communication even after the ARD/eligibility meeting to ensure the plan works in practice.
Conclusion
Collaboration during the referral process is about building trust with families and ensuring students get the right support at the right time. When educators and parents work as a team, the referral process shifts from overwhelming to empowering.
👉 Are you a parent navigating the referral process? I can help you feel confident every step of the way. Book a free consultation today, or check out my Initial Guide into Special Education for easy-to-understand breakdowns, checklists, and resources to support your journey.
