Documentation is an extremely effective tool for advocacy efforts. Often, it's the key to success when dealing with difficult situations. Documentation calls for accountability and also allows for kudos when things go right. The basics are simple:

• Gather up all your child's records, such as IEP's (Individual Education Plan), school multidisciplinary evaluations, medical records, and any correspondence with people regarding your child's education, medical conditions, or disabilities.

• Separate them and file them in a large 3-ring binder, sectioned off for categories such as medical, evals, correspondence, IEPs. If you aren't very organized, at least put them into several large, labeled (evaluations, IEP's, medical records, correspondence, etc), manila envelopes.

  I keep the latest IEP with the latest multidisciplinary evaluation. I believe a good IEP is really an extension of the evaluation, and the two are tied closely together. The new Individuals with Disabilities Education Act (IDEA) also recognizes the importance of linking the two documents. Too often the evaluation is never consulted during the actual planning at an IEP meeting. Doing this is the equivalent of getting a medical physical, then no one ever looking at the results or using them for guidance in treatment. Parents need to review both documents and have them on the table before them at any IEP meeting. It would be helpful if administrators and teachers would also refer to both documents.

• Keep a copy of everything. If anything the district writes in longhand is illegible, ask an administrator to please remain so that you might write out that person's review of the information. Then ask that person to sign the document stating that your rewritten information is accurate.

  If you get a computer printout of the IEP at the end of the meeting, you're entitled to take a copy home and review it thoroughly before you sign anything. It's your responsibility to return the document promptly and either agree or disagree with it.

  The only way I'm comfortable with such an IEP, written sight unseen on a computer, is if the district uses commonly available technology and projects the IEP onto a screen, as it's being written. This is a wonderful approach that enables all team participants to review and correct any misinterpretation during the meeting itself. It also affords a very clear, legible document.

• Under the Family Educational Rights Protection Act (FERPA), you're entitled to examine and receive a copy of your child's complete file. This includes any document your district holds that has your child's name on it, including teacher notes, informal correspondence or anything else that has been seen by a person other than the person who wrote the note. Many districts are happy to update parent's files for free. By law, they can charge a very modest fee, but if you can't afford it, the district is still obligated to provide you with the complete file.

  Occasionally, a district may not cooperate with your request for a complete file. In that event, I've provided a sample letter you can send your district giving formal notice of your request. I would send it certified mail, so you have proof of the date of delivery. School officials are supposed to produce the records in a timely manner. If the issue isn't resolved, you can file a formal FERPA complaint. Seldom have I seen a district drag its feet for very long on this issue if a written request is made for the material.

• Ask for a white copy of any carbon document. Carbon smears over time and becomes illegible.

• Keep an informal journal or notepad by your phone . Record every effort you make to contact school personnel, the date, reply, who the contact was with, and a brief summary of the visit or telephone call.

• 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 those important points after the meeting has ended.

• It's so easy to get distracted or be pulled by emotions and anxiety in such meetings. You will feel much calmer if you go into an IEP meeting well-prepared with your parent attachment. This document lists a brief description of your child, what you see as your child's strengths, weaknesses, and needs, and what you are requesting of the district.

• Whatever else you might skim over, do not take Prior Written Notice lightly. It can be the key to obtaining answers and services at the IEP meeting. It is not, as you might think, your notice that a meeting is going to take place. Check it out thoroughly, and ask your district to write Prior Written Notice as mandated in IDEA.

• Follow up every contact with a "letter of understanding".

One of the tools used to properly evaluate your child's learning abilities and skills, is a standardized test. Before going into a meeting with school officials, make sure you request your child's test scores and you understand what they mean.

• plp and parent attachment form

• letter of understanding

• letter requesting school records

next: Two Powerful Documents to Take to the IEP