DOCUMENT DOCUMENT DOCUMENT

For organizing your thoughts about a student or situation
To defend yourself. Records will be your basic defense in the event of a complaint
For crucial information for disciplinary communication
Instead of relying on memory, which is rarely completely accurate, documentation should always be done as soon after the event as possible.

Dates, times and location of interaction with student
Basic information:
- Objectively describe presenting problem - use words such as student "reported", "alleged", "appeared to be", "claimed", "stated" - or - I "observed", "noted", "stated". Example: "student states that she has just started a new medication "instead of: "student has just started a new medication".
- Be cautious in using abbreviations that might be generally unfamiliar
- Note sources of all information recorded
- Record discussion that occurred
- Record any intervention that was necessary including names of all persons involved in intervention
- Write only facts and observations. DO NOT add in your personal opinions.
- Document any verbal or written agreements made with student, expectations communicated to student related to resolving the problem and explicitly stated consequences if student's behavior does not improve/change as requested, referral recommendations, future meetings established, etc.
Sign and date each recorded note
Keep all your records in a locked, secure place. If you use the computer to document, make a paper copy for your files. Be very cautious in sending out emails – better to send or hand-carry a letter with the date noted.