When parents first retain my services to advocate for their childās educational rights I ask them a lot of questions. I engage in this laborious fact finding because I know the journey that slowly turned into a battle, to have their childās educational needs addressed, has been one that began long before my services were retained.
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My questioning is to gather information and create a timeline. Some of the questions I may ask are: How has the school addressed your childās low academic achievement? What meetings has the school requested parents to attend? What meetings have the parent requested and who attended? What was the outcome of these meetings? Has your child had any discipline issues in school? What support services has the school provided now and in the past? Ā What is your childās current reading level? I also ask for a list of documents to be sent to me for my review. Again this is a way for me to put together a timeline and develop an understanding of the supports the child has or has not received. Some of the documents I ask for are: past and current IEPs, report cards, and assessment/test scores of any kind, just to name of a few.
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It is a bit surprising at how many parents cannot recall important information or do not have some or any of the necessary documents.
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When parents are unable to recall meetings, outcomes of meetings, timelines of interventions, or how often their child has had a discipline referral, my ability as an educational advocate to create an all encompassing picture of what the childās educational needs are, and how that childās educational rights are being compromised by the school district, can be hampered.
Take Notes!
Every new school year brings about a shopping spree for school supplies for your child. While filling up the shopping cart with new pens, pencils and notebooks, buy a sturdy notebook for you. The only use for this sturdy notebook is to record every action you take on behalf of your childās education. Record the date, the number you dialed, the time of the phone conversations, with whom you spoke and what you spoke about. Take the notebook to meetings. Record the date and times of every meeting, who attended the meeting, what was reported and by whom, and what the next steps are. If something has to be re-visited on a specific date, write it in your book (and then on your calendar) and follow through on it. When you follow through, write it in the book! Note the date and time . . . . . .you get the idea! Any and all communications are recorded in this book. Time has a way of passing quickly. It is hard to remember everything as time passes. Good notes help us remember almost everything!
Every phone call or meeting gets its own page. Always put the date, start time, end time of conversation. Record the name and phone number of the person you called, and jot down brief notes about what you discussed. If you have to do follow through with an action as a result of the call, write it in the book and when you execute that action write the date you did it.
Example of Communication Documentation #1:
Fri, Oct. 20, 20172:14 PM ā 2:45 PM
914-555-1212
Mr. Smith (math teacher) called; Sasha forgot homework 3x this week. Told Mr. Smith I will check Sashaās HW folder every afternoon & sign completed HW; will email him if I do not see any math HW in folder.
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Example of Communication Documentation #2
Wed, 10/18/17Ā Ā 12:20-12:30PMLeft message on VM for Mrs. Varga (social worker) at 914-555-1212 ext 34; please return my call & left my phone #Ā Ā Ā Ā Ā Ā Ā Ā Ā Ā Ā Ā Ā Ā Ā Ā ĀExample of Notes During a meeting:
Tue, 10/17/17
9:00 AM ā 10:15 AMĀ Ā Ā Ā Ā Ā
Participant #1, math t
Participant #2, sp ed t
Participant #3, interventionist
me
Participant #1 ā Jasaiah struggles with multi-step word problems
Participant #2 ā When J. high lights the key terms and uses his anchor chart as a tool, he is more successful at answering those problems
Participant #3 ā letās make sure J. always has a high lighter when heĀ does word problems. Teacher should also check-in to make sure J. understands what steps he has to take.
Me ā will get a high lighter for home to do hw
Next Steps: 1)Check with J. next Wedn to see if he is being provided high lighter and if teacher are asking if he understands.Ā 2)In three weeks check w/ math teac to see how J. is doing with new strategy
Who does what: sp ed teacher will get high lighter for school; I get one for home
Keep Copies
Purchase two pocket folders on your school supply shopping spree. In one folder save all of your childās educational documents. Keep it in one safe, out of the way location. This file should include report cards, interim reports, the letter announcing your child made the honor roll, letters informing you your child has detention for the sixth time for cutting ELA class and the like.Ā In a second folder keep copies of emails received and sent from teachers and administrators. If your write your childās teacher a note, make a copy and put it in this folder. If your child is struggling with their homework, keep a copy of the homework your child will be handing in. If your child is younger, write where he struggled. If your child is older, have her write where she is stuck. All of these important pieces of paper, send home in the pack back, or if sent electronically, can be used as supporting evidence if the current work your childās class is doing does not meet your child'sĀ IEP. Without this evidence, it is difficult to prove differently.
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Taking Notes and Saving Papers Can Be Done Electronically!
If you are a parent or guardian who can keep notes on your phone or electronic device, use it! But keep them in place that is easy for you to access and possibly print out or share with others. If the thought of keeping multiple copies of your childās homework drives you nuts then use one of the scanning apps you can download to your phone. Scan the sheet of paper you wish to āsaveā, send it to whatever file you want to electronically file it in and there you will have a copy of it! (You can find scanning apps in the app store on your phone- some are free. I paid $3.99 for mine and it is well worth it.) If you use Google there are many different tools you can use to create forms to fill in as you talk to people to keep a phone log. There is no limit to what you can do with technology at home or on the go.
Why is this Important to Do?
Yes, taking notes while talking on the phone can be challenging. Yes, taking notes in a meeting can feel awkward. But guess who else is taking notes? The person you are talking to at the school or from the district office. Meeting notes, phone notes, and print outs of emails can be what prevents your child from having to live through the same intervention that did not help them, again. These notes and documents are the supporting data that keep people accountable. Notes of any kind let me, your educational advocate, know what has been done and what must be done without wasting anymore of your childās education.
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Any way you do it . . . .take notes and keep copies. In this day and age people are not restricted to one method of doing so. Find the method that works best for you. Keep everything together and be as organized as you can.Ā It is worth the time and trouble.
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Should you need support, please contact me! Have questions? Email me! I am here to assist you and your child.
Wishing you love, peace, and courage,
Anne C.
annec@advocate4students.com
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