Guidelines on stand-downs, suspensions, exclusions and expulsions
5. Model letters
The following letters provide templates that must be followed by principals when notifying parents in writing of the stand-down, suspension, exclusion or expulsion of their child. Failure to adhere to these templates may nullify the school’s action.
Letter 1 – Notifying parent/guardian of stand-down
Dear <name of parent/guardian>
STAND-DOWN OF <name of student>
This letter is to confirm that <name of student> has been stood-down from school for a period of <#> days under section 14(1) <(a) or (b)> of the Education Act 1989. This means s/he will not be permitted to attend school for instruction again until <date>.
I have decided to stand down <name of student> because <give reason>.
Option 1
I wish to discuss my decision with you and <name of student>. Please contact me so that we can arrange a meeting as soon as possible, at a time that suits us all.
Option 2
If you and <name of student> wish to discuss this stand-down with me please contact the school so that we can arrange a meeting as soon as possible, at a time that suits us all.
You may wish family members or other support people to attend this meeting with you.
I have enclosed an information sheet, provided by the Ministry of Education, to help answer any questions you may have about stand-downs.
[Optional – insert other information, such as an indication of any guidance and counselling already arranged, arrangements for specific course requirements to be met during the period of stand-down, any other persons to whom a copy of the letter has been sent, notification of times/days when the principal has other commitments, etc.]
[Optional – insertion to personalise notification.]
Yours sincerely
Principal
<School name>
Letter 2 – Notifying parent/guardian of suspension
Dear <name of parent/guardian>
SUSPENSION OF <name of student>
This letter is to confirm that <name of student> has been suspended from school under section 14(1)<(a) or (b)> of the Education Act 1989.
I have decided to suspend <name of student> because <give reasons>.
The board of trustees must now have a meeting to consider whether <name of student> may continue to attend this school. This meeting will be held at <time> on <date> at <venue>.
At least 48 hours before the meeting, you will be given a copy of my report to the board, together with the relevant material used as background to this report that can be made available, and any other material to be presented by me or by the board at the meeting.
At the meeting, the board will receive my report and may also discuss it. After that, the board will ask you to give any information that you believe the board should consider in making its decision.
<name of student> may also attend the meeting and speak to the board. You and <name of student> may bring representatives or advocates with you who may also speak to the board at the meeting.
The board may decide either:
to lift the suspension (with or without conditions), or
to extend the suspension with conditions for a reasonable period of time, to be determined by the board, or
to <under 16> exclude <name of student> from this school> and require him/her to attend another school>
<)16 and over) expel <name of student> from this school>.
I have enclosed and information sheet, provided by the Ministry of Education, to help answer any questions you may have about the suspension process. This gives more detailed information about the meeting and the options available to the board.
Following the meeting, I will discuss with you what must be done to carry out the board’s decision and to meet the requirements of the Education Act 1989.
[Optional – insert other information, such as an indication of any guidance and counselling already arranged, arrangements for specific course requirements to be met during the period of stand-down, any other persons to whom a copy of the letter has been sent, notification of times/days when the principal has other commitments, etc.]
[Optional – insertion to personalise notification.]
Yours sincerely
Principal
<School name>
Letter 3 – Notifying parent/guardian of outcome of board meeting
Dear <name of parent/guardian>
Thank you for attending the meeting on <date> at which the board of trustees considered the suspension of <name of student> from this school.
After considering all the material presented at the meeting, the points raised in discussion and the options available to it, the Board of Trustees decided to:
[Options - select ONE]
lift the suspension of <name of student> unconditionally
lift the suspension of <name of student> with conditions
extend the suspension of <name of student> with conditions until <date>
(under 16) exclude <name of student> from this school and require him/her to attend another school
(16 and over) expel <name of student> from this school.
The board made this decision because <give reasons>.
[Insert appropriate paragraphs to state any conditions, explain the purpose of the conditions and how they are to be met and monitored, and inform the parent/guardian that if they are not met, the board can reconsider its decision with all the original options available to it.]
[Optional – insertion to personalise response.]
Yours sincerely
Principal For Board of Trustees
or Secretary Board of Trustees
<School Name>
Letter 4 – Notifying parent/guardian of withdrawal of stand-down
Dear <name of parent/guardian>
Thank you for meeting with me about my decision to stand-down <name of student> from school.
[Insert appropriate paragraph about the matters discussed.]
As a result of our discussion and the information considered, I have decided to withdraw the stand-down of <name of student>.
I have removed all references to the stand-down from <name of student>’s file and have notified the Ministry of Education of this decision.
[Insert appropriate final paragraph.]
Yours sincerely
Principal
<School name>