Your Child and Special Education: Documenting Your Journey
Copyright 2005 Susan M. Totman
Keeping good records can mean the difference between services and no services in your school system. I cannot stress how important it is to document each and every conversation you have at the school level, to caseworkers, to doctors or nurses, etc. You need to document who you spoke to, what day and time, the general content of the conversation, what the result of the conversation or meeting was, action strategies, who is responsible for each action and what the expected outcome of each strategy is. You need to keep track of what your child tells you about his/her days in school - when they have troubles and when they don’t, when their days are good or when they are bad.
It is in your best interests to buy a small tape recorder (about $50-$100) and record every meeting that you have. I recommend tape recorder vs. digital recorder if you can find one as this allows you to have the original tape stored away, but digital files can be downloaded and filed on a disk if that's what you choose to buy. This ensures that all parties are protected and that you have documentation if all actions are NOT taken as required in the resulting Individual Education Plan (IEP). In most states, you have a right to audio tape (not videotape) all PET meetings for a record of the meeting and what was agreed to. You should be forthright about the fact that you are taping if you choose to do so. There should be no reason for people to object to taping unless they have something to hide or do not intend to follow the plan as agreed to. If for whatever reason you are not allowed to tape, take detailed notes of the meeting and who has agreed to what as well as recording who objected and why they objected to your audiotaping the meeting. Do not expect that the Minutes of the meeting will always reflect accurately what was discussed or agreed to. Sadly, I have not only had to challenge what was reported in Minutes with my own notes or tapes, but have had other colleagues and friends who had to do so as well. Taping the meetings, or at minimum, writing specific notes with names, commitments, dates and times will be backup if you need to pursue action to get your child what he or she needs.
Below is a list of information you should be keeping track of specifically. My recommendation is to buy a binder, a 3-hole punch, dividers and a stapler to help keep your information and records organized. I also recommend always having a pad and writing implements when you go to a meeting. The information you should organize in your binder is (at minimum):
If you keep very good records, you will be much better prepared to deal with PET meetings and advocating for your child in general. You will be able to produce documentation when asked or when you need to evidence conversations or records to prove a point or ask for additional services that your child needs.
Keeping good records can mean the difference between services and no services in your school system. I cannot stress how important it is to document each and every conversation you have at the school level, to caseworkers, to doctors or nurses, etc. You need to document who you spoke to, what day and time, the general content of the conversation, what the result of the conversation or meeting was, action strategies, who is responsible for each action and what the expected outcome of each strategy is. You need to keep track of what your child tells you about his/her days in school - when they have troubles and when they don’t, when their days are good or when they are bad.
It is in your best interests to buy a small tape recorder (about $50-$100) and record every meeting that you have. I recommend tape recorder vs. digital recorder if you can find one as this allows you to have the original tape stored away, but digital files can be downloaded and filed on a disk if that's what you choose to buy. This ensures that all parties are protected and that you have documentation if all actions are NOT taken as required in the resulting Individual Education Plan (IEP). In most states, you have a right to audio tape (not videotape) all PET meetings for a record of the meeting and what was agreed to. You should be forthright about the fact that you are taping if you choose to do so. There should be no reason for people to object to taping unless they have something to hide or do not intend to follow the plan as agreed to. If for whatever reason you are not allowed to tape, take detailed notes of the meeting and who has agreed to what as well as recording who objected and why they objected to your audiotaping the meeting. Do not expect that the Minutes of the meeting will always reflect accurately what was discussed or agreed to. Sadly, I have not only had to challenge what was reported in Minutes with my own notes or tapes, but have had other colleagues and friends who had to do so as well. Taping the meetings, or at minimum, writing specific notes with names, commitments, dates and times will be backup if you need to pursue action to get your child what he or she needs.
Below is a list of information you should be keeping track of specifically. My recommendation is to buy a binder, a 3-hole punch, dividers and a stapler to help keep your information and records organized. I also recommend always having a pad and writing implements when you go to a meeting. The information you should organize in your binder is (at minimum):
- Basic Meeting Information (date, time, place, people attending) – this should be tracked for ALL meetings, not just PET. Many times I was asked to forego PET meetings for informal meetings, but I quickly learned that was the school’s way of keeping the discussion off the record, so I always call a PET if there is an issue now.
- Each task that people agree to (write down the person, task agreed to)
- Meeting Summary (after meeting, write a summary of what happened and outcome)
- Telephone Log – list every single person you speak to, the date, time, telephone number you called and how long you talked
- Telephone List – keep a list of contacts, his or her title & function, address, email and telephone number in the front of your binder for quick access when you need to reach someone.
- Testing – keep copies of all testing performed in chronological order
- Physician Appointments Log – keep track of all doctors’ appointments from as early on as you can remember. Write down physician, contact information, the date and time of appointment, what his or her comments were and if your child was referred to other provider
- Correspondence – keep track of all correspondence, even if it seems trivial. Notices of meetings, disciplinary contacts, etc. should all be kept.
- Notes of conversations with your child regarding his or her days.
If you keep very good records, you will be much better prepared to deal with PET meetings and advocating for your child in general. You will be able to produce documentation when asked or when you need to evidence conversations or records to prove a point or ask for additional services that your child needs.
This site needs an editor - click to learn more!
You Should Also Read:
When Parents & Schools Disagree
Advocacy Checklist for Parents
Editor's Picks Articles
Top Ten Articles
Previous Features
Site Map
Content copyright © 2023 by Susan Totman. All rights reserved.
This content was written by Susan Totman. If you wish to use this content in any manner, you need written permission. Contact
BellaOnline Administration
for details.
