How important is written documentation?

It's absolutely essential. If it's not written down, someone somewhere somehow will swear it never happened or it was never said or that it was misinterpreted.

If you have a dispute with the school, your contact log is independent evidence that supports your memory.

Make your requests in writing. Write polite follow-up letters to document events, discussions, and meetings.

Documentation that supports your position is a key to resolving disputes early.

If you have a dispute with the school, you should assume that you will testify about your recollections. Memories are unreliable and influenced by emotions. If your problems boils down to your word against the word of a school employee, you are not likely to prevail without proper documentation.

However, if your recollections are supported by a journal, contact log or calendar that describes the problem or event, you will be in a stronger position. Your journal or log should be contemporaneous -- that is, written when the events or incidents occurred.

If you can produce a letter that describes what the school agreed to do or refused to do, your position will be stronger.

If the school asks you to sign a consent or permission form, get a copy for your records. Your copy establishes what you agreed to.

Documents Answer Questions

Documents provide answers to "Who, What, Why, When, Where, How and Explain" questions.

• What services or supports did the school agree to provide?
  
• What services or supports did the school refuse to provide?
  
• What reasons did the school give for their refusal?
  
• Who attended the meeting when these decisions were made?
  
• Why was the parent not advised about this meeting?
  
• When was this meeting held?
  
• When did the parent receive the IEP in the mail?
  
• When did the school inform the parent about this change in program and placement?
  
• Explain how the new IEP was implemented.
  

Contact Log

Use a log to document all contacts between you and the school. Your log should include telephone calls, messages, meetings, letters, and notes between you and the school staff. Figure 1 is a contact log for telephone calls.

Figure 1: Contact Log

Telephone Calls
Who
When
What you wanted
What you were told
Notes

Your log is a memory aid and will help you remember what happened and why.

Your Calendar

Many parents like to record their appointments in a monthly or "Year at a Glance" calendar. Calendars can provide good evidence about meeting dates and times.

If you document meeting dates and times in a calendar, write a description of what happened at the meeting in your journal or log.

Do not throw your calendar away at the end of the year!

Your Journal

Your journal is like a diary and should be clear and legible.

If you request a due process hearing, your journal may be important evidence in your child's case. Your writings, journals, logs, calendars, and letters may be subpoenaed by the school district.

Assume that school personnel and their attorney will read your papers. Stick to the facts. Do not use the journal to report your feelings and frustrations.

When you write into your journal, write to the Stranger who has the power to fix problems. When the Stranger reads your journal, the Stranger will understand your perspective and want to fix your problems.

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