If the communication comes in a letter, email, or other form of message from a parent, respond immediately upon receipt of the communication. An immediate response sends a message that you think this is an important matter and that you care about their son or daughter.
Be a reflective listener. Listen for as long as it takes and stay low-keyed. Do not be defensive.
The Family Educational Rights and Privacy Act of 1974 (FERPA) prohibits you from sharing information about a student's educational record with parents. However, you may share your observations about the student with the parent. For example, you can share your observation of the student's attendance, but you cannot look at a record of the student's attendance and indicate the number of absences. A student may sign a written release to allow you to discuss these matters with his or her parents. A summary of the rules on access to student records can found through this link Student Records (FERPA).
Invite the parent to have the son or daughter visit with his or her instructor or with you.
If you meet with the student, let them know they have rights. Inform them of the student grievance process, give them a copy of the procedures and go over the procedures with them. The Student Handbook Policies are found in the middle section of the K-State phonebook. It can also be accessed online.
Do not over react; that is, take things at face value. Do not go looking for other information.
If you have concerns about the student's situation, encourage someone like the students' advisor to casually ask the student how he or she is doing.
Do not under react. Get back to the parent quickly and follow through with your plan to resolve the matter. Do what you tell the parent you will do.