Why Documentation Matters
Thorough documentation is your most powerful tool when advocating for your child. It provides evidence, creates accountability, and supports your case for additional support or intervention.
What to Document
Incidents and Concerns
Record the date, time, location, people involved, what happened, and any witnesses. Include your child’s emotional and physical state.
Communications
Keep copies of all emails, letters, and notes from phone calls with the school. Follow up verbal conversations with written summaries.
Impact Evidence
Document how issues affect your child’s learning, wellbeing, and daily life. Include changes in behavior, academic performance, and social relationships.
Organization Systems
Use a dedicated folder or binder with clear sections. Consider scanning documents for digital backup. Create a timeline of events for quick reference.
Photographs and Videos
Visual evidence can be powerful. Photograph injuries, damaged property, or examples of work that demonstrate educational impact.
Using Your Documentation
Present your documentation clearly in meetings. Use bullet points and summaries rather than overwhelming people with every detail. Always keep originals safe and provide copies only.