Ask about preferred method of communication- email, text, calls. 

Ensure that the main point of contact for families is the only one reaching out to the family. If possible, it would be great if the point person was also a family representative but it’s not essential!

Create a welcome packet and/or orientation. It can be extremely helpful for families to have information that explains what an LICC is and the format of a meeting, examples of previous events, and ideas on how the parent may be involved. Contact information is also a key part of the welcome packet!

Let them know who attends LICC meetings (name, role, organization) so they can understand the different organizations that are represented on the LICC. 

Before the meeting, ensure that the agenda for the meeting is sent and encourage the family to ask any questions they may have. Let them know that their contributions are valued and express the importance of thought diversity

Meeting times need to be discussed and kept as flexible as possible so more people can participate

Providing in-person and virtual options helps increase participation

Always start meetings with introductions! 

Ask if anyone needs captions, translations, or any other type of accommodations. Sometimes the little things can make a big difference. 

Limit jargon and acronyms, define and explain what can’t be avoided. Keep language simple to ensure everyone understands what is being discussed. 

Provide participation stipend. Make sure to explain exactly how and when it will be given. 

Always start with introductions. It’s good practice to remind everyone of where people work and helps to set the tone of the meeting. It’s also important to help any new members feel comfortable. 

Establish meeting guidelines

• Maintain confidentiality

• Assume good intent

• Recognize that diversity of opinions is valuable 

• Communicate respectfully

Encourage families to share their perspectives and opinions but respect if they prefer not to share– lived experience is so valuable and very personal. They can share knowledge and ideas without having to share their personal experiences. 

Provide various levels of engagement opportunities 

• Some may just want to attend meetings and offer ideas

• Some may want to help with distributing materials and info

• Some may want to work on more in depth projects 

Follow up to see if families have questions, suggestions or feedback. However, don’t badger or harrass. Remember, they are busy just like everyone else and may not reply quickly. 

Complete stipend process and send in a timely manner. Make sure it’s done the way it was explained to them. 

Inform them of the impact of their efforts. Follow up with gratitude. This needs to be heartfelt but not patronizing. A simple thank you or appreciation is meaningful; going overboard will likely make the family feel odd and may put them off from further participation. 

Maintain contact with the family and encourage them to attend future meetings. Ask how they would like to participate in the future and encourage them to reach out to other families they may know to join as well. 

Establish a sustainable source of funds

• Grants can be found but need to be applied for. It’ll take some looking but there are many courses online for people who don’t know how to write grant applications. 

• Look at your community organizations; many companies are often looking for groups to use as charitable donations and may be something that you could try to work with as a partner. 

• Ask NC ITP about the LICC grant

Reimbursement for expenses/hourly stipend

Create a reimbursement / compensation form that is easily accessible 

• Using a free, web-based document editor, such as as Google Docs, is a good way to ensure that anyone can edit necessary forms 

Create a file storage tracking system 

• Using a shared document storage system, such as Google Drive, would ensure that LICC members can access forms and files and keep track of past meeting agenda, minutes or compensation forms, etc. 

Compensation for time attending meeting and working on projects in between

• $20-$25 per hour is best practice

• Provide in a timely manner (not weeks!)

• Payment in the form of a Check or Visa gift card is a best practice over offering food or gas gift card, etc.