PARENT CONSULTATION GUIDELINES
Good consultation helps services and schools understand what really matters to families. These guidelines share proven approaches, step-by-step advice, templates and checklists to support you at every stage.
Not sure which consultation method is right for you? Use the Consultation Style Selector below to get a personalised recommendation.
Plan consultations that put parents first
Practical guidance and tools to help you listen, learn and take action.
Answer a few short questions about your goals, the people you want to consult, your budget and other considerations. We’ll suggest the consultation method that’s most likely to meet your needs.
Quick and easy to use
Helps match your goals to the right approach
Includes access to templates and checklists
Works on mobile or desktop
Can be downloaded and used offline
Consultation Style Selector
Find the consultation approach that works best for you
Tell us about your consultation
Answer a few short questions.
How it works
Get a suggested method
We’ll recommend the approach that may suit your needs.
Get a suggested method
We’ll recommend the approach that may suit your needs.
Find the consultation approach that works best for you
Click on a method below to go straight to the guidance and tools for that approach.
Online Group Consultations
Connect with parents remotely in a group setting.
In-person Group Consultations
Bring parents together face-to-face to share ideas and experiences.
Survey Consultations
Gather views from a large number of parents quickly and efficiently.
Online One-to-One Consultations
Have a private conversation online at a time that suits the parent.
Phone Call Consultations
A simple and flexible way to connect with parents one-to-one.
In-person One-to-One Consultations
Create space for private, face-to-face conversations that build trust.
Aine Lynch
Foreword
Guidelines for consulting with parents
As CEO of NPC, I am pleased to introduce these Parent Consultation Guidelines. In developing these guidelines on behalf of the Department of Children, Disability and Equality, NPC was delighted to collaborate with the Centre for Excellence in Universal Design in the National Disability Authority, ensuring that the guidelines effectively deliver on one of the key actions set out in Supporting Parents: A National Model of Parenting Support Services.
These guidelines are grounded in the recognition that parents play a central role in all matters affecting their children. Consultation, therefore, is not simply a procedural requirement, but a vital process that strengthens relationships, supports inclusive decision making, and leads to better outcomes for children and families.
This document provides a structured yet flexible framework to support effective consultation with parents. It outlines practical steps and best practice guidance that can be adapted across different organisational contexts, while maintaining a clear focus on genuine engagement. The aim is to support consultation processes that are consistent, accessible, and responsive to the diverse needs of families.
The guidelines are underpinned by important legal and ethical principles. They recognise the constitutional role of parents as the primary educators of their children and emphasise the importance of respecting children’s rights. Consultation must always be carried out with empathy, dignity, and without discrimination, ensuring that every parent’s voice is heard and valued.
Importantly, this document has been shaped through a collaborative process involving both parents and practitioners. While it is designed to be practical and adaptable, its core purpose remains the same: to strengthen partnerships, support informed decision making, and improve outcomes for children.
Finally, I would like to thank the NPC staff and all of the parents and practitioners who contributed to the development of these guidelines, without whom these guidelines could not have been developed in such a practical and accessible way.
As CEO of NPC, I am pleased to introduce these Parent Consultation Guidelines. In developing these guidelines on behalf of the Department of Children, Disability and Equality, NPC was delighted to collaborate with the Centre for Excellence in Universal Design in the National Disability Authority, ensuring that the guidelines effectively deliver on one of the key actions set out in Supporting Parents: A National Model of Parenting Support Services.
These guidelines are grounded in the recognition that parents play a central role in all matters affecting their children. Consultation, therefore, is not simply a procedural requirement, but a vital process that strengthens relationships, supports inclusive decision making, and leads to better outcomes for children and families.
This document provides a structured yet flexible framework to support effective consultation with parents. It outlines practical steps and best practice guidance that can be adapted across different organisational contexts, while maintaining a clear focus on genuine engagement. The aim is to support consultation processes that are consistent, accessible, and responsive to the diverse needs of families.
The guidelines are underpinned by important legal and ethical principles. They recognise the constitutional role of parents as the primary educators of their children and emphasise the importance of respecting children’s rights. Consultation must always be carried out with empathy, dignity, and without discrimination, ensuring that every parent’s voice is heard and valued.
Importantly, this document has been shaped through a collaborative process involving both parents and practitioners. While it is designed to be practical and adaptable, its core purpose remains the same: to strengthen partnerships, support informed decision making, and improve outcomes for children.
Finally, I would like to thank the NPC staff and all of the parents and practitioners who contributed to the development of these guidelines, without whom these guidelines could not have been developed in such a practical and accessible way.
Minister Foley
Foreword
Guidelines for consulting with parents
Table of Contents
Foundations of the Parent Consultation Guideline
NPC Introduction
Department of Children Disability and Equailty Introduction
Introduction (purpose; legal and ethical considerations;
importance of parent consultation)
Development of the Step-by-Step Guide with Parents
Guiding Principles for Parent Consultation
Overview of Consultation Methods
Consultation Style Selector
How to Record the Consultation
Recruitment of Participants
How to Write a Report After a Consultation
Survey Consultations
Introduction
When to Use Surveys
Strengths and Limitations
How to do it (before, during and after the survey)
Tools
Online Group Consultations
Introduction
When to Use Online Group Consultations
Strengths and Limitations
How to do it (before, during and after the session)
Tools
In-person Group Consultations
Introduction
When to Use In-person Group Consultations
Strengths and Limitations
How to do it (before, during and after the session)
Tools
Phone Call Consultations
Introduction
When to Use Phone Consultations
Strengths and Limitations
How to do it (before, during and after the call)
Tools
Online One-to-One Consultations
Introduction
When to Use Online One-to-One Consultations
Strengths and Limitations
How to do it (before, during and after the session)
Tools
In-person One-to-One Consultations
Introduction
When to Use In-person One-to-One Consultations
Strengths and Limitations
How to do it (before, during and after the session)
Tools
These guidelines were developed as part of the National Model of Parenting Support Services. They represent one of the 23 key actions outlined within the National Model.
The development of this guideline recognises the central role that parents play in matters affecting their children and the important responsibility of practitioners to engage with them in a meaningful way. Consultation with parents is not simply a procedural step but a vital process that strengthens partnerships, supports inclusive decision-making, and ultimately improves outcomes for children.
This introduction sets out the purpose of the guideline, the legal and ethical considerations that underpin consultation, and the importance of engaging with parents as equal partners.
Introduction
Purpose of the guideline
The purpose of this guideline is to support practitioners in carrying out effective consultations with parents. It provides a structured and practical approach that can be adapted to different organisational contexts, while keeping the central focus on meaningful engagement. The guideline recognises that parents are key partners in decisions that affect their children, and that practitioners have a responsibility to create opportunities for their voices to be heard in a respectful and inclusive way.
By outlining clear steps and highlighting best practices, the guideline aims to assist practitioners in building consultation processes that are consistent, accessible, and responsive.
Ultimately, its purpose is to strengthen collaboration between practitioners and parents, leading to more informed decision-making and better outcomes for children.
Legal and Ethical Considerations
Consultations should be carried out with empathy, respect, and without judgement. Practitioners must ensure that their approach is inclusive and non-discriminatory. No parent should be treated unfairly based on gender, civil status, family status, sexual orientation, age, disability, race, religion, or membership of the Traveller community.
Ethical engagement means fostering a genuine partnership with parents, upholding their dignity, and ensuring their voices are heard and valued throughout the process, while maintaining a steadfast commitment to the rights, protections, and best interests of every child.
Article 42.1 of the Constitution of Ireland recognises that the family is the primary and natural educator of the child. It guarantees not to interfere with the inalienable right and duty of parents to provide, according to their means, for the religious and moral, intellectual, physical, and social education of their children. This provision establishes parents as the primary educators and decision-makers in matters concerning their child’s upbringing and development.
When consulting with parents, practitioners have a duty to ensure that children’s rights are respected, even if the child is not directly involved in the conversation. Under Article 12 of the UN Convention on the Rights of the Child, children have the right to express their views on matters that affect them, and these views must be given appropriate weight depending on the child’s age and maturity.
Development of the
Step-by-Step Guide
with Parents
The development of this guideline was carried out through a structured and collaborative process that took place over several stages.
From the outset, efforts were made to ensure that both parents and practitioners were directly involved in shaping the content, and that the final guideline reflected their needs in a balanced and inclusive way.
Survey Stage
The process began with the design of two separate surveys, one for parents and another for practitioners.
This stage was carried out with the support of the Department of Children, Disability and Equality (DCDE), whose input helped to strengthen the accessibility of the questions.
Once finalised, the surveys were circulated and answered by 188 parents and practitioners.
These responses provided an initial evidence base, capturing both practical concerns and professional perspectives.
Consultation Sessions
Following the survey stage, a series of consultation sessions were organised to examine the findings in more depth.
These sessions created a space where parents and practitioners could share their experiences directly and add context to the survey data.
A total of 18 individuals participated in these sessions, including 15 parents and 3 practitioners.
Together, the surveys and consultations generated a substantial body of qualitative and quantitative information which guided the drafting of the guideline.
Drafting and Collaboration
While the writing process was underway, additional expertise was drawn upon through a series of internal and external meetings with the DCDE, NDA (National Disability Authority), and Inclusion Ireland.
Crucially, the Centre for Excellence in Universal Design (CEUD) within the NDA was engaged from the earliest phase of the project to ensure that the guidelines were as inclusive and universally designed as possible.
Their involvement shaped the approach to accessibility and inclusivity throughout the drafting process.
This included using plain English in line with recommendations from the National Adult Literacy Agency (NALA) and adopting inclusive terminology and visuals aligned with universal design principles.
We also sought advice from Inclusion Ireland and the NDA.
Pilot Testing
Once a working draft had been produced, it was tested both internally and externally with the support of the organisation From Lads to Dads.
Lads to Dads is a member of the implementation Advisory Group for Supporting Parents, a national Model of Parenting Support Services.
This pilot phase was an important step in ensuring that the guideline was practical, accessible, and easy to follow.
Feedback from the pilot was carefully reviewed and used to make further improvements, strengthening both the content and the format.
Outcome
Through this timeline of development—moving from survey design, to consultations, to drafting, and finally to piloting—the guideline has been shaped by a wide range of voices and expertise.
It now represents a practical tool grounded in best practices for consultation.
At the same time, it is recognised that no single model will fit every organisation.
Different contexts, sizes, budgets, and priorities will always influence how consultation steps are applied, and organisations are encouraged to adapt the guideline in ways that best meet their own circumstances.
Guiding Principles
for Parent Consultation
Respect and Inclusivity
Every consultation should treat parents and children with respect and include everyone, regardless of background.
Practitioners should create a welcoming environment, be aware of power differences, and use language that respects diversity.
Avoid assumptions, use terms like “parent” or “caregiver” and ask how people want to be addressed.
Materials and methods should be easy to understand and accessible.
Universal design helps by planning from the start for all users, using plain language, multiple formats (text, audio, visuals), and compatibility with assistive technology.
This makes consultations inclusive and accessible for all families.
Transparency and Feedback Loop
Transparency builds trust in consultations. Practitioners should clearly explain the purpose, limits, and outcomes from the start so parents know what to expect and how their input will be used.
A strongfeedback loop is essential—show parents their views were heard bysummarizing key points, explaining actions taken, and why some suggestions couldn’t be implemented.
Keep parents updated through follow-ups or written summaries and invite ongoing input. This continuous, open process creates trust, respect, and collaboration, leading to better decisions for children and families.
Pilot Testing
Consultations should be easy and accessible for all parents.
Practitioners can help by making online sessions simple to join, with clear instructions for using features like captions.
Meetings should work on phones, support assistive tools, and use clear language.
Providing materials in different formats—text, audio, or visuals—meets different needs.
Flexibility is key: offer various times, locations, and formats so parents with busy schedules can take part fully.
Cultural Sensitivity, Language Inclusivity, and Parent Friendly Language
Consultations should be easy and accessible for all parents.
Practitioners can help by making online sessions simple to join, with clear instructions for using features like captions.
Meetings should work on phones, support assistive tools, and use clear language.
Providing materials in different formats—text, audio, or visuals—meets different needs.
Flexibility is key: offer various times, locations, and formats so parents with busy schedules can take part fully.
Overview of
Consultation Methods
Online Group Consultations
Online group consultations provide a flexible and inclusive way for parents to take part, especially for those who may find attending in-person meetings difficult.
These sessions can be small, structured focus groups or larger, open discussion forums, allowing parents to share their views from home or work.
They are useful for gathering broad feedback or exploring specific topics. Success depends on careful planning around timing, access to technology, and session structure.
While online sessions offer convenience and wider reach, challenges such as screen fatigue, technical problems, or a reduced sense of connection need to be managed thoughtfully.
In-Person Group Consultations
In-person group consultations give parents the chance to connect, share experiences, and build trust through face-to-face dialogue.
They are particularly suited to sensitive or complex topics, allowing for deeper emotional connection and richer discussions.
These sessions may take the form of small focus groups or larger discussion forums and work best in accessible, welcoming settings with clear facilitation.
While they offer strong community-building benefits, they require more planning, budgeting, and consideration for parents’ time, travel, and comfort.
Survey Consultations
Survey consultations are a practical and cost-effective way to collect feedback from a large and diverse group of parents.
Surveys are flexible and often anonymous, making them ideal when time, budget, or geography make in-person meetings difficult.
They work well for gathering broad input or exploring sensitive topics, particularly when designed using clear language and allowing open-ended responses.
However, surveys may lack the depth of conversation and can feel impersonal or limiting if not thoughtfully designed.
Online One-to-One Consultations
Online one-to-one consultations provide a private and flexible space for parents to share their views and receive personalised support without needing to travel.
Conducted via video or voice call, they are useful for sensitive topics, urgent matters, or situations where scheduling or accessibility may be an issue.
These sessions offer increased privacy and convenience, but potential challenges include technical problems, reduced emotional connection, and limited body language cues, which should be addressed through clear communication and support.
Phone Call Consultations
Phone consultations are a simple and flexible way to gather parent feedback without requiring travel or technology setup.
They can be structured, with set questions, or unstructured, focusing on open, supportive listening.
This method is particularly helpful for sensitive topics or urgent input, and for parents who prefer not to use video or written formats.
Limitations include the lack of visual cues, potential call quality issues, and the need for careful planning to maintain trust, clarity, and focus during discussions.
In-Person One-to-One Consultations
In-person one-to-one consultations offer private and supportive settings for parents to discuss personal or complex topics
face-to-face.
They are ideal when body language, emotional connection, or sensitive discussion is important.
These sessions allow for tailored conversations and stronger relationship-building, but require more time, planning, and resources.
Ensuring accessibility, comfort, and clear communication is essential to make parents feel safe, heard, and respected throughout the process.
How to Record
the Consultation
Introduction
Recording a consultation is an effective way to maintain accuracy and accountability.
It captures the full scope of the discussion, reducing the risk of misinterpretation or overlooking key points.
Recordings allow practitioners to revisit conversations, extract precise quotes, and create comprehensive reports.
They also provide evidence that consultation practices were conducted fairly and transparently.
However, recording should complement active listening and respectful engagement, not replace them.
It is a tool to support the process, not dominate it.
Disadvantages and Risks
Avoid recording if there are indications it might make participants uncomfortable or discourage open participation.
Prioritise building trust and encouraging open communication over convenience.
Understand that recordings introduce responsibilities around processing the data and how to save it securely, and data protection compliance.
Apply careful planning and sensitivity to balance the benefits with potential drawbacks.
Advantages of Recording
Consider recording when consultations involve complex or sensitive topics, require detailed feedback, or include multiple participants, as these situations make thorough note-taking challenging.
Use recording when consultation outcomes will influence significant decisions or policy changes.
Remember that the main advantage of recording is ensuring accuracy it captures every detail, facilitates thorough reporting, and strengthens transparency and accountability.
Things to Consider Before Recording
Before starting a recording, it is important to obtain explicit permission from participants.
Clearly explain why the recording is being made, how it will be used, and how long it will be retained.
Compliance with GDPR and data protection regulations is essential: recordings must be stored securely, accessed only by authorised personnel, used solely for their intended purpose, and deleted when no longer needed.
Confidentiality should be guaranteed, and encryption or other secure systems should be used to protect privacy.
Using AI Tools
AI tools can enhance the process of reviewing recordings by transcribing audio into text and identifying key themes efficiently.
This is particularly useful for large consultations or when detailed analysis is required.
Privacy remains a priority: only use AI platforms that comply with GDPR and organisational data protection policies.
Trusted tools offer encryption and secure data handling.
Avoid unverified or free platforms that may store data insecurely and always verify where and how data is processed.
When using AI tools, be aware of their limitations. AI-generated reports should never be relied upon for complete accuracy; they must be checked against original documents and verified by a human reviewer. While AI can be a useful aid for summarising or organising information, it cannot replace careful validation and critical judgement.
Using AI Tools
AI tools can enhance the process of reviewing recordings by transcribing audio into text and identifying key themes efficiently.
This is particularly useful for large consultations or when detailed analysis is required.
Privacy remains a priority: only use AI platforms that comply with GDPR and organisational data protection policies.
Trusted tools offer encryption and secure data handling.
Avoid unverified or free platforms that may store data insecurely and always verify where and how data is processed.
When using AI tools, be aware of their limitations. AI-generated reports should never be relied upon for complete accuracy; they must be checked against original documents and verified by a human reviewer. While AI can be a useful aid for summarising or organising information, it cannot replace careful validation and critical judgement.