Documentation
Documentation is an extremely important tool. It is often the key to success. Documentation calls for accountability and also allows for kudos when thing go right. It is your job to utilize tools that will enable you to get your input to meetings into the written record.
For example, you can 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 holds equal weight with other information presented and considered.
It is the responsibility of IEP teams to have a full and accurate record of any IEP meeting. By taking the time to prepare thoughtful, written input as well as reading it into the record, your input should go into the IEP. This is especially true now, as all recommendations made at an IEP meeting should be noted on the Prior Written Notice, as well as the disposition of each recommendation, whether it was accepted, rejected, and if rejected why. Following are tips that parents have found useful to clear up any misunderstandings and clarify what they want for their child.
| Gather up all your child's records, including IEPs, 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). |
| Some parents like to keep the latest IEP with the latest multidisciplinary evaluation. Teams should always consider the recommendations in the latest evaluations. Otherwise it would be like going to the doctor for tests, but then the doctor does not consult your records in the future. The Individuals with Disability Act (IDEA) also recognizes the importance of linking the two documents. |
| 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 efforts you make to contact personnel, the date, any 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 important points after a meeting has ended. |
| If things get rocky, and there seems to be considerable miscommunication, consider writing a letter of understanding. It can be as friendly or pointed as you need, depending on the seriousness of a situation. |
| 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. Positive recognition is most precious to them. So send a heartfelt thank you in recognition of their efforts. |
| Try writing a Portrait of Your Child before a major IEP meeting |
| Learn How to Get Prior Notice Information on Record |
| Take copies of this handy form for a Record of Proposals for your recommendations. |
| Take time to understand the basic philosophy of the laws that protect your child in the educational process. |
| Contact your state's Parent Training and Information Center if you need support, information, and assistance. |