Documentation Training

1. Documentation Training Fall 2009 Sky Mountain Charter School

2. Why Use Documentation? • To memorialize calls and conversations, in order to not rely on memory down the road • To put information into writing that is important • To prepare ahead for potential problem situations • To create a “paper trail” that can be followed • To remind people of pertinent information • To reiterate key points of a conversation

3. What is Documentation? • Documentation is creating a written account of information or a situation that took place. • Emails • Journals • Learning Records

4. How to Document:Calls and In-Person Conversations • Document any conversations with families that fits the following criteria: • Important information is given • A potential problem situation is developing • Parent is upset • ES is upset • How to document a phone or in-person conversation: • Take notes during the conversation • Write down the key points the parent makes • Email the notes to yourself • Write down parents key points, your response, and result of the conversation or next steps being taken. • Create a “Follow-Up” email to the conversation and send to parent • Reiterate what was stated over the phone in a positive manner • Give an alternate solution (if possible)

5. How to Document: Calls and In-Person Conversations Notes During Call: Parent is upset that funding cannot be used for team sports. Parent is upset that karate is considered high risk and limited to 30% IF. Notes in Email to Yourself: Parent is upset that funding cannot be used for team sports. I explained that IEM’s policy is that public funds will not be used for team sports. Parent is upset that karate is considered high risk and limited to 30% IF. I explained that this criteria is set forth by IEM’s insurance company for the health and safety of our students.

6. How to Document: Calls and In-Person Conversations “Follow-Up” Email to Parent Hi Jane, This is just to follow-up with our phone conversation earlier today. I understand that you would like to sign Johnny up for the Little League Baseball Team using Instructional Funds, which would be a great learning experience for him. However, IEM’s policy is to not use public funds for team sports. The instructional funds can be used for classes that teach the sport, so I have provided links to our approved vendor which teach baseball courses……

7. How to Document: Calls and In-Person Conversations “Follow-Up” Email to Parent Hi Jane, This is just to follow-up with our conversation earlier today regarding STAR testing. I have listed the dates and times below, as well as information regarding the testing location. I have also included links to test prep material, released test questions, and tips for taking the STAR test…..

8. How to Document:IEM “No Response” in 24 Hours • PO Inquiries/ Vendor Inquiries/Special Education • If you get no response to your email or inquiry within 24 hours, complete the following documentation and steps: • Send a second email after the 24 hours has passed • CC your advisor on the email • State: “This is a follow-up to the original email I sent on the morning of 11/4/09, in which I have not yet received a response. • Be positive and straight forward • Take note of “Out of Office” messages

9. How to Document:Scheduling for LR Meetings • Set your schedule of dates, times, and locations ahead of time. • Once the families have their dates and times set, send out an email to each family with the following information: • Date and Times chosen • Location • Your Cancellation Policy • Cancel for emergencies only; must still meet within 20 days • Will not cancel and re-schedule meetings for last minute vacations, trips to a local theme park, wanting to go to the library for story time, etc. • Can re-schedule for planned family vacations with enough notice • Ask for them to confirm via email that these dates and times work for them and that they understand your cancellation policy.

10. How to Document:Placing Purchase Orders • Families should submit “Wish Lists” in writing • Via email or in-person • Send email confirmation that you received their “Wish list” within 24 hours. • In the email state the following: • You will review the materials and place the order with 3 business days. • If there are any problems with the materials or the order, you will notify them prior to placing the order. • When PO is complete, email the family: • State the you have completed the PO • Give them a budget update • Reminder of 30-day material policy, 2-week service policy (optional)

11. How to Document:Supplemental Work for HQT Courses • Critical Component to High School LR’s, since it may affect the final grade given. • Reminders: • All of the HQT course must be completed • Supplemental work is in addition to the HQT course • Supplemental work can only be up 10-15% of the total course work. • State HQT learning first, then Supplemental Work • Using Odysseyware Algebra 1 math course…. • In addition to using Odysseyware, Mary used Saxon Math Algrebra 1 text to help her understand the concepts….. • Make sure to document what assignments the student completed using the supplemental materials, as well as the concepts learned.

12. How to Document:HQT Vendor in a Learning Record • View>HS Report Card> View/Edit> NCLB Teacher of Record • Choose best option from drop down menu • Input into LR’s automatically • Must hand input past LR’s • Biology 1A (HQT Online Course) • State the name of the HQT vendor if they are an approved vendor • Using Odysseyware Biology 1 course…. • Using the Parents HQT status in Biology….using Saxon curriculum…. • Using the Education Specialists HOUSSE status….using Houghton Mifflin curriculum… • Do not state the name if they are not an approved vendor • In the HQT course for Biology 1….

13. ???Questions??? • Does anyone have any questions? • Other situations where you may want to document?