How to Request an ESS Meeting in New Brunswick (With Email Templates)

You know something is wrong — your child is struggling, supports have been reduced, or the school keeps telling you they're "monitoring the situation." What you need is a formal meeting with the Education Support Services (ESS) team, and you need it documented in writing.

In New Brunswick, requesting an ESS meeting isn't complicated — but doing it correctly, in writing, with the right people copied, is what separates a casual conversation from an administrative record that the district must respond to.

What the ESS Team Is and Who's On It

The Education Support Services (ESS) team is the school-based multidisciplinary group responsible for supporting students with exceptionalities. At most New Brunswick schools, the team includes:

• The school principal or vice-principal (who chairs most meetings)
• The Resource Teacher / Education Support Teacher (EST-R)
• The classroom teacher(s)
• Any relevant itinerant specialists (speech-language pathologist, occupational therapist, school psychologist — if available)
• You, as the parent or guardian

Under ASD-W Policy 350-6 and equivalent district policies across the province, parents have the explicit right to participate in all PLP planning and follow-up meetings, and to bring a support person — including an external advocate from an organization like Inclusion NB.

You don't need to wait for the school to schedule a meeting. You can request one at any time.

When to Request an ESS Meeting in Writing

Always request in writing when:

• Your child's supports have changed (EA hours reduced, specialist removed, PLP type changed)
• You want to formally raise a concern about your child's progress or classroom placement
• The school has verbally told you something is being "reconsidered" regarding your child's plan
• Your child is being sent home early (partial day situations)
• You've received a new private assessment report and want the school to incorporate it
• A significant incident has occurred involving your child's safety or wellbeing
• The PLP review date is approaching and you have changes you want made

Verbal requests for meetings are easy to forget, mischaracterize, or delay. Written requests are time-stamped, create an obligation to respond, and protect you if the situation escalates later.

Email Template: Requesting an ESS/PLP Meeting

Use this template and adapt it to your situation. Send it to the school principal, with the Resource Teacher copied.

Subject: Request for ESS Team Meeting — [Child's Full Name], Grade [X]

Dear [Principal's Name],

I am writing to formally request an Education Support Services (ESS) team meeting to discuss [Child's Name]'s Personalized Learning Plan and current level of support.

My specific concerns are: [Briefly state 1–3 concrete issues — e.g., "the recent reduction in EA hours during math class," "the delay in completing the formal psychoeducational assessment requested in [month/year]," or "my child's increasing school refusal, which I believe is connected to inadequate support in the classroom."]

I would like this meeting to be attended by [Child's Name]'s classroom teacher, the ESS resource teacher, and any relevant specialists currently working with [him/her/them].

Please confirm the meeting date and time at your earliest convenience. I am available [insert your availability or say "please propose three dates"]. I would appreciate receiving any relevant documentation, including the current PLP draft, at least five business days before the meeting.

I understand that parents have the right to be accompanied by a support person at these meetings under district policy, and I may exercise that right depending on the nature of the discussion.

Thank you for your prompt attention.

Sincerely, [Your Full Name] [Your phone number] [Date]

Keep a copy of this email. Note the date sent. If you don't receive a response within five business days, follow up in writing.

Email Template: Formal Request to Discuss a Private Assessment

If you've paid for a private psychoeducational assessment and the school hasn't incorporated it into the PLP, use this:

Subject: Request to Discuss Private Assessment Report — [Child's Full Name]

Dear [Principal's Name] and [Resource Teacher's Name],

I am writing to formally request an ESS team meeting to discuss the findings of a private psychoeducational assessment recently completed for [Child's Name] by [Assessor's Name / clinic name].

Under the rights set out in district policy (ASD-W Policy 350-6 and equivalent), I am entitled to have private assessment results fully discussed and considered by the ESS team before any decisions are made regarding [Child's Name]'s program or placement. The assessment was completed on [date] and I am prepared to provide the full report.

Please schedule a meeting at your earliest convenience. I would like the PLP to be updated to reflect the assessment findings.

Sincerely, [Your Full Name] [Date]

Once you've submitted a private assessment, the district is legally obligated to discuss and consider it — not simply acknowledge it and file it.

When an ESS Meeting Isn't Enough: Escalating to a Formal Complaint

If you've requested an ESS meeting and the school has failed to respond, denied the request, or the meeting produced no action, you have escalation options.

Write to the district superintendent. Address your written concern to the superintendent of your school district (ASD-W, ASD-E, ASD-N, or ASD-S for Anglophone; the relevant DSF district for Francophone). State the date you requested the meeting, what response you received, and what specific outcome you are seeking.

Use the formal appeals process. Under Sections 11 and 12 of the New Brunswick Education Act, parents can appeal decisions about a student's PLP or placement directly to the superintendent. Placement-related appeals must be made within 10 days of receiving notice of a placement decision. Don't miss this deadline — it's strictly enforced.

File a complaint with the Office of the Child, Youth and Senior Advocate. The Advocate is an independent provincial officer who investigates situations where children are being denied public services, including education. This is particularly effective for cases involving partial-day plans or systemic refusal to provide support.

If you need a full set of escalation email templates — including language for formal appeals to the district superintendent, requests for EA hours under the Education Act, and human rights complaint reference letters — the New Brunswick IEP & Support Plan Blueprint includes a complete escalation toolkit.

Keeping a Paper Trail That Actually Protects You

Every interaction with the school regarding your child's special education should be documented. After any phone call or verbal conversation with school staff, send a brief follow-up email within 24 hours:

"Hi [Name], following up on our conversation today — my understanding is that [specific commitment made]. Please let me know if I've misunderstood anything."

This creates a written record that is extremely difficult to dispute later. Organizations like Inclusion NB specifically recommend this approach as a core advocacy tool.

Under the New Brunswick Right to Information and Protection of Privacy Act (RTIPPA), you have the right to request access to your child's full educational file — including internal ESS communications, EA allocation records, and incident reports. If you believe information is being withheld, you can submit a formal RTIPPA request; the government body must respond within 30 business days.

A written request, properly sent, is the foundation of every successful NB special education advocacy outcome. Start there.

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