Making a Summer Communication Plan for Individuals with I/DD in Oregon

Why Summer Communication Needs Extra Attention

During the school year or a steady work-season routine, the same people may support the individual most weeks. Summer often changes that rhythm.

A regular staff member may be on vacation. A family member may help with transportation. A DSA group may visit a park instead of staying at the usual program site. An appointment may move to a different time. A relative may invite the individual to an overnight visit.

None of these changes are automatically a problem. The problem is when important details stay in one person's head.

For example, one caregiver may know that a certain park bathroom is hard for the individual to use. A support worker may know that a phone call works better than a text when pickup plans change. A sibling may know that the individual needs a quiet break after lunch. If those details are not shared, the day can become harder than it needs to be.

A summer communication plan helps answer three questions:

• Who needs to know?
• What do they need to know?
• How should they share updates if something changes?

Start with the Person's Own Communication Preferences

The best plan starts with the individual, not the schedule.

Some individuals communicate mostly with spoken words. Others use gestures, facial expressions, picture supports, communication devices, writing, texting, sign language, behavior, or a mix of methods. Some people communicate clearly in calm settings but need extra support when they are tired, hot, rushed, or overstimulated.

Write down what helps the person be understood. Keep it practical:

• Preferred name
• Best way to ask a question
• Best way to offer choices
• Words, signs, pictures, or device buttons the person uses often
• Signs that the person is getting tired, worried, overwhelmed, or uncomfortable
• What helps the person reset
• What not to do when the person is upset

This is especially helpful when someone new is supporting the individual for a short period of time. It gives that person a better starting point. Worth flagging: behavior is often communication. If an individual becomes quiet, walks away, refuses, cries, repeats a question, or gets louder, the plan should help supporters ask, "What might this be telling us?" instead of jumping straight to correction.

Make One Clear Contact List

Summer plans often involve several people. A contact list keeps everyone from searching through old text threads during a stressful moment.

Include:

• Primary caregiver
• Backup caregiver
• Personal agent or services coordinator, if appropriate
• DSA program contact
• Transportation contact
• Key support staff
• Healthcare office or pharmacy contact, if relevant for the outing
• Emergency contact

Also include when to use each contact. For example, the DSA program may need same-day attendance updates. A caregiver may need pickup changes. A personal agent or services coordinator may be the right contact for bigger service-planning questions, but not for routine daily updates. If the individual is an adult, respect their role in deciding who receives information. Families and providers should follow consent, privacy, and the person's support plan.

Decide What Needs to Be Shared Before an Outing

Not every detail needs to be sent every time. Too much information can make a plan harder to use. Focus on what changes the day.

Before a summer outing, share:

• Where the individual is going
• Who is providing support
• Pickup and drop-off times
• Transportation plan
• Weather concerns
• Meal or snack plan
• Medication timing if it affects the outing
• Mobility, bathroom, or accessibility needs
• Sensory supports, such as headphones, sunglasses, or quiet breaks
• Spending money or admission details
• Backup plan if the location is too crowded, too hot, closed, or not a good fit

This can be a quick text, a shared calendar note, or a printed page in a folder. The format matters less than the habit. For DSA days, ask the program what information is most useful to send ahead of time. For family outings, decide who is responsible for checking the weather, packing supports, and confirming transportation.

Use Plain Words for Support Needs

A communication plan works best when it uses language that helpers can act on.

Instead of writing, "has difficulty with transitions," write what people should do: "Give a five-minute warning before leaving. Offer two clear choices: walk to the car now or take one more photo first. Avoid rushing."

Instead of writing, "can become dysregulated," try: "When the space is loud, he may cover his ears and repeat the same question. Offer headphones, step outside, and use short sentences."

Instead of writing, "needs supervision," be specific: "Stay within arm's reach near streets, parking lots, water, and crowded vendor areas."

Plain language keeps the plan useful for relatives, substitute staff, drivers, and community partners who may not know service-system terms.

Build in a Quick Update Routine

Many families only communicate when something goes wrong. A quick update routine can prevent confusion before it grows.

For example:

• Morning: confirm pickup, supplies, and the plan for the day.
• Midday: send a short update if the outing is long, hot, or crowded.
• Before return: confirm pickup time and location.
• After the outing: share anything that should be remembered for next time.

The after-outing note can be very short: "The library event went well. The room was quiet before 11 a.m. The cafe line was too long. Next time, pack a snack and arrive early." Those small notes can help families, DSA teams, and support workers improve the next outing without having a long meeting.

Plan for Common Summer Changes

Oregon summers can shift quickly. A morning may start cool and become hot by afternoon. Smoke, traffic, closures, or crowded community events can change a plan at the last minute.

Choose a few "if this, then that" plans ahead of time:

• If the outdoor plan is too hot, then move to a library, indoor mall walk, shaded park area, or home activity.
• If the event is too crowded, then use the quiet exit plan and try a shorter visit.
• If transportation is late, then notify the caregiver and DSA contact after 10 minutes.
• If the individual is not comfortable staying, then leaving early is an acceptable success.
• If the support person changes, then send the one-page communication plan before the day begins.

The point is not to predict everything. The point is to reduce the number of decisions people have to make under pressure.

Keep the Plan Easy to Find

A plan only helps if people can access it.

Families often use one of these options:

• A note on the caregiver's phone
• A shared document
• A printed copy in an outing bag
• A page in a support binder
• A photo of the plan sent by text
• A calendar event with the key details

Choose the format that people will actually use. If the plan is for several helpers, keep the first page short. More detailed information can live elsewhere.

Pack the Communication Items

It can also help to make a small packing checklist for summer communication items:

• Charged phone
• Charger or power bank
• Important phone numbers
• Communication device, if used
• Visual schedule or picture supports
• Headphones or sensory supports
• Water and snack
• Medication or health supplies, if part of the plan
• Backup address or pickup location

Review the Plan with the Support Team

If the individual receives services through Oregon's I/DD system, summer is a good time to check whether the communication plan lines up with the larger support plan.

Families can ask a personal agent, services coordinator, DSA contact, or provider team:

• Who should receive daily updates?
• What information should be shared before community outings?
• How should transportation changes be handled?
• What should staff do if the individual wants to leave early?
• Are there health, safety, or support-plan details that need to be followed?
• Does the individual want certain information shared in a different way?

This is not about creating extra paperwork. It is about making sure the people around the individual are working from the same basic information.

Let Success Look Flexible

A strong communication plan does not guarantee that every summer day will go smoothly. It does make it easier to respond with respect and calm when a plan changes.

Sometimes success is a full day at a community event. Sometimes success is 30 minutes at the park, a quiet ride home, and useful notes for next time. Sometimes success is deciding not to go because the day is too hot or the schedule is too rushed.

For individuals with I/DD, summer support should not be measured only by how much activity gets packed into the calendar. It should also be measured by whether the person is understood, respected, prepared, and supported.

A Simple Plan to Start With

Here is a short structure families can copy into a note or document:

• Today's plan: where we are going, when we leave, and when we return.
• Support person: who is with the individual today and how to reach them.
• Communication: how the individual says yes, no, wait, help, break, pain, tired, or all done.
• Comfort supports: items, routines, or choices that help the individual feel steady.
• Watch for: signs the person may need a break, a change, food, water, bathroom support, or a quieter space.
• Backup plan: what we will do if the outing is too hot, too crowded, delayed, or not a good fit.
• Afterward: one thing that worked and one thing to remember for next time.

North Star Oregon supports individuals with I/DD and families through practical, person-centered services. If your family is planning summer routines, community outings, or DSA support, reach out to talk about what steady communication and thoughtful planning can look like for your situation.