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 Meetings  

In your child's life you will have many meetings with assessors, specialists, service providers and schools. Meetings are often very positive and are good way to build relationships. However some meetings may make you feel nervous, frustrated or, at times completely out of your depth.

This guide has been developed by parents for parents, based on their experiences of making the most of meetings

what you need to know
.
Purpose of the meeting
. Who will attend and why
. Where and when it is
. How to prepare
. How to feel confident
. What to do if you feel things aren't going well
. Tips for after the meeting
. What to do if you are unhappy

Purpose of the meeting

.
Meetings are process of sharing information and making decisions together
. Understanding why the meeting is being held and what decisions can be made will help you prepare
. Ask for the meeting agenda, relevant papers or issues before the meeting
. if you need to clarify the agenda or purpose of the meeting find out who is running the meeting and give them a phone call
You are entitled to have all the information

Who will attend and why
. Everyone at the meeting should be there for a purpose
. It is ok to ask who people are, why they are attending and what services they or their organization provide
. Make sure you have everyone you want at the meeting -it is useful to take an advocate or support person
. No one attending should have more information than you.
You are entitled to know who is attending and why.

Where and when the meeting is
.
Make sure you are comfortable with the venue for the meetings- you can suggest a different venue
.If you haven't been to the venue consider visiting it beforehand
. Ensure the time of the meeting is suitable - meetings often run over time
. Don't be pressured into attending meetings called at short notice
. Go early- it can be useful to talk to people before the meeting begins
you are entitled to plenty of notice and information on where and when the meeting is 

you are an expert on your child

. You are there 24 hours a day
. You have the right to have your say and to be heard
.  Professionals come and go - you don't
you can remind people of this


How to feel confident at the meeting

. Feelings of confidence will grow with each meeting so don’t feel discouraged if you initially feel uncomfortable

. Take an advocate or support person if you don’t wish to attend alone If you are given new information ask for time to read it

. If you do not understand something. Ask for it to be clarified

. Take your written notes and check them often to make sure everything is discussed

. Be receptive to new ideas

You are entitled to say what you think




Role of an Advocate or Support Person

Most people find it useful to have a support person at the meetings

An advocate or support person can assist by:

. Meeting with you beforehand to plan

. Speaking alongside you, especially on issues you find difficult to discuss

. Providing moral support- they may not need to say anything

. Talking things through after the assessment

. Providing advice or assistance on complaints process if you are unhappy

What to do if you feel things aren’t going well

. Suggest that the group takes a short break

. Make a phone call to someone who can talk things through with you

. Ask yourself if what is being discussed matches your knowledge of your child- have courage to disagree if it does not

. If you feel pressured into making a decision you feel certain about say you will need some time to think about it.

. Suggest that a smaller group go away to discuss options to address a tricky issue and then report back at the next meeting

You are entitled to stop the meeting at any time

Tips for after the meeting

. Before you leave set a date for the next meeting and get a copy of the minutes

. Check the official minutes when you receive them to make sure they reflect what happened at the meeting- ask for changes if necessary

. Write up your notes and keep copies of all documents

.  Give positive feedback wherever possible

. Complete any tasks you said you would do

. Keep track of progress, compliments’ or concerns to bring up at the next meeting



What to do if you are unhappy with the meeting

. If you are unhappy with the meeting process or outcome you have rights

. Try to resolve issues at the lowest possible level. Start by talking to the meeting facillitor

. If your complaint is not resolved use the organization’s complaints process- contact an advocacy service if you would like advice on how to proceed with a complaint

. Health and disability services must comply with the code of Health and Disability Services Consumers Rights.

You are entitled to complain

Important Contacts  

IHC

0800442 442 or www.ihc.org.nz

Health and Disability Commission

0800 11 22 33 or www.ihc.org.nz

               For your local Disability information Centre  

                0800 693 342 or www.nzfdic.org.nz       


 













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