Document Everything
When the processes at school begin to get formal, whether it be for competency or any other reason, now’s the time to seriously consider keeping a diary. If it does come down to an argument about you keeping your job you need to be able to prove that you’ve done everything in your power to resolve whatever situation you’re confronted with. Often, personal memory can be seen as an unreliable guide – a record of the facts from the time is much more powerful. Really, this is just about protecting yourself and making sure that if your role ever is in question the people making the decision have the full range of facts before them.
Documenting is essential, otherwise as with any business... the customer is always right, and in a school setting the customer is the student. Unless you have documentation to prove that you did everything accordingly to the school policy bu documenting EVERYTHING, from time, conversations, requests, make-ups. etc. You never know when it will be needed and what can seem to be an unventful detail can turn into a major detail.
Hi Lisa,
Documentation is a lifesaver. It serves as great proof and audit trail.
Patricia Scales
This does help with all aspects. Having a document to show dates, times, etc can prove helpful for all parties. I like to give a copy of goals, etc to the student so there is not a misunderstanding.
Hi Jill,
When thoroughness and clarity are provided. You are better covered. It is harder for students to say, "I did not know."
Patricia Scales
You are 100% correct. I have had to develop a debriefing tool that includes a section for verbal correction given to my student(s) that includes the who, what, when, where, and why questions plus the students response. This is done weekly. I also have the student read it and sign it in acknowledgement of the correction. This has helped reduce the number of students using the " I didn't know " card.
I agree that documentation is key to enhancing your memory and provides information otherwise forgotten over time, and in some instances a short period of time. I have been teaching for 13+ years and was an administrator during over half of this time and I still have to talk myself into documenting concerns, issues, and student problems. It doesn’t seem to get easier as time goes by, the only help over the years is that I am able to type a bit faster
Hi David,
When there is documentation folks can't play the card, "Oh I did not." Documentation is very important.
Patricia Scales
Hi Ruth,
Documentation is a life saver. Appropriate documentation can win most battles.
Patricia Scales
I agree Ruth. Document everything and anything. You can refer back to these notes before any discussion with the student and inform them of thier past behaviours and academic achievments or failures. This is an invaluable tool for the instructor and for the administration. Sure this will definately be of help if the student has a complaint in the future. Without this documentation it is easy for an instructor to not remember all of the incidents, tardiness, late assignments etc..
Working in a for-profit technical school, documentation is vital for all the reports and accreditation issues that may arise. It sometimes happens that students who have dropped a program or even graduated may come back and ask for a refund saying they did not receive an adequate education. In any of these cases, the answer is documentation, documentation, documentation. We have a place for "notes" in our gradebook and on the attendance software. Instructors are asked to document under each student's name any conversation they have with a student regarding an issue and even an absence. This has proved to provide the documentation needed to show that the institution has made every effort to accomodate a student in a given situation. In today's world of lawsuits, it is imperative and may help an instructor show that he/she did in fact follow the proper protocol in dealing with a difficult student or situation.
when dealing with students, it is important to keep documentation of counseling sessions utilizing a more formal format. A student success plan or other form should be created to use to document all that was done to assist the student in a non-biased way. The student can sign the form further documenting that the discussion occurred and can make their own coments. Goals and other solutions can be documentated by the instructor and student to meet areas that need improvement.
