Documentation

  

       Documentation is an extremely effective tool for advocacy. It is often the key to success when dealing with difficult situations. Documentation calls for accountability and also allows for kudos when thing go right. Schools are well aware that they cannot be held accountable for that which is spoken, only for what appears on paper. It is your job to utilize tools that will enable you to get your input to meetings into the written record. You can do this if you take carefully prepared documentation you have written to the meeting and read it aloud. You can then request your document be included as part of your parent input into the written record. Since you are an equal team participant, your written input should hold equal weight with other information presented and considered. IDEA and OCR take very seriously the responsibility of teams to have a full and accurate record of the proceedings of a meeting.

Following are tips that parents have found useful to clear up any misunderstandings and clarify what they want for their child. This is not legal advice, although lawyers are the first to recognize the importance of documentation in a case. 

• Gather up all your child's records, including IEP's, school multidisciplinary evaluations, medical records, and any correspondence with people involved in your child's education.

• Separate records and file in a large 3-ring binder. If you are not very organized, at least put them into several large manila envelopes, and label with contents (evaluations, IEP's, medical records, correspondence, etc). I keep the latest IEP with the latest multidisciplinary evaluation. I believe a good IEP is really an extension of the evaluation, and the two are tied closely together. The new Individuals with Disability Act (IDEA) also recognizes the importance of linking the two documents. Too often the evaluation is never consulted during the actual planning at an IEP meeting. Be sure your team reviews the last evaluations before planning any services. Every evaluation is required to contain substantial recommendations if a need is revealed during the course of the evaluation.

• Keep a copy of everything.

• Ask for a white copy of the schools original copy of any carbon document. Carbon smears after time, and can become illegible. Your copy should weather as well as the school's copy.

• Keep an informal journal, or notepad by your phone. Record every effort you make to contact personnel, the date, reply, who the contact was with, and a brief summary of the visit.

   

• When you attend any meeting, or if you initiate a phone call, have a written list of points you want addressed. Cross them off as they are discussed. Often parents think of those important points after the meeting has ended.

• Follow up every contact with a "letter of understanding". A sample letter, and explanation can be found here (click key).

• Remember to send handwritten thank you notes when appropriate. Everyone can use a pat on the back when something positive has happened. Teachers very seldom receive such encouragement. It is most precious to them when they receive a heartfelt thank you.

  Copyright 1998 Judy Bonnell

• Be sure to prepare a Portrait of Your Child before a major IEP meeting

• Also take your recommendations on a separate sheet of paper.

• Learn How to Get Prior Notice Information on Record

• Take copies of this handy form for a Record of Proposals.