Schools and schools systems are very good at keeping records and leaving a paper trail. The records they keep tend to support their own records and leave their own paper trail. So you as a parent must keep your own records for your child. The best way to begin is by purchasing a regular notebook or three ring D-Binder to be used only for your school records.
Every time you make a phone call to an agency working with your child or to the school district you must document and write down the date, time of your call, the name and title of the person you spoke with and a detailed account of what was discussed and the actions agreed to.
Follow up EVERY meeting and phone call with a letter like the one that follows:
Dear Mr. (or Ms.) So and So,
I would like to thank for the time you gave me On (date and time of call or meeting) when we discussed my son (or daughter) John's Doe's difficulties in the regular classroom. During our converstation (or meeting) my understanding of the conversations is as follows:
1. Accommodate my son's inability to remember directions by moving him directly in front of the teacher's desk, and having her ask him repeat directions for each assignment. (Number each item so that it is clearly identified. If possible include the reason you requested service as well as what was agreed upon or refused to provide for your child.)
2. Because John Doe has difficulty with timed math tests, we agreed that he will be allowed to take the tests untimed and to be graded only on those problems he completes.
I appreciate your time and cooperation and if I have misunderstood any of the above or am incorrect in my understanding please notify me in writing by (10 working days, from the date of the letter). If I do not hear from you by(the above, date), I will consider my interpretations of our conversations correct.
Again, thank you for your time and efforts today and I look forward to working together with you to make this the brightest school year for my child.
Sincerely yours,
(Parents name)
***The parts of the above letter that appear in italics must be included in every follow-up letter. This letter should be sent out, REGISTERED, RETURN RECEIPT as soon after the call or meeting as possible. You may also use the schools fax to leave your paper trail. I would suggest copies be given to the teacher, school counselor and principal
