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Whenever possible, communicate by email or another written method that you can preserve. A written record helps establish the date of the communication, what you requested, and the response from the Puerto Rico Department of Education (PRDE).
This does not mean that you should refuse calls, meetings, or conversations. If you receive a call or speak personally with an official, send an email afterward summarizing what was discussed and ask to be informed if your summary requires any correction.
Recommendations for effective communication
Copy all agency officials who participate in your child’s case or handle matters related to it, including, at a minimum, the special education teacher, special education facilitators, school principal, special education social worker, and any other agency official who has participated in or is involved in your child’s case.
Sample email
Subject: Written follow-up regarding [issue] — [student’s name] [SIE]
Dear [name and position of the official]:
I am writing to follow up on [the call, meeting, or communication] of [date] concerning [briefly describe the matter] involving my child, [student’s name], a student at [school] with SIE number [number].
According to my understanding, the following was discussed during that communication:
[Briefly and objectively summarize what was discussed, agreed upon, or communicated.]
Through this email, I respectfully request:
- [Describe the first request.]
- [Describe the second request, if applicable.]
- [Identify any document or response you need.]
Please confirm whether this summary is correct and respond in writing identifying the steps PRDE will take, the person responsible, and any projected dates.
Please also acknowledge receipt of this message and include a copy in the student’s educational record.
I remain available to participate in any COMPU meeting and/or other step necessary to address this matter.
Sincerely,
[Full name of parent or guardian]
[Relationship to the student]
[Telephone]
[Email]
This model should be adapted to the circumstances of each case. Do not include confidential information that is unnecessary for the request. If you have legal representation, consult your attorney before sending communications related to an active dispute.
This information is general and does not replace individualized legal advice.
The answer for your situation depends on the facts and records. An inquiry does not suspend legal deadlines or guarantee that the office will accept the case.