Embedded Files
Explanation
Special Education communication should be documented in the SpEd Forms communication log. This is found in the other forms and logs folder or you can use the search box at the top of the student SpEd Forms screen.
You can search the communication log or make a new entry. When choosing to make a new entry, the draft will default to the primary parent, yourself as the person making contact, and the current date and time. All of this can be edited prior to saving.
It is important that communication with those outside of a student's legal parent/guardian occur after a release of information is in place and uploaded to history.
I email or text with parents frequently. Do I need to put every since email or text in the communication log?
I email or text with parents frequently. Do I need to put every since email or text in the communication log?
We recognize that email and text communication is often beneficial and that it can be difficult to know how to best document this type of communication. Minimally, the important communication such as discussing concerns, something you or the parent agreed to, etc. must be documented.
This can be handled in a number of ways. Ideas include:
Copy/paste the email/text conversation into the contact log and note it occurred via email/text.
Make an entry into the communication log summarizing a back and forth on a topic rather than each individual email or text on a topic over a few days.
Do I document in SpEd Forms or in Synergy or both?
Do I document in SpEd Forms or in Synergy or both?
Use the SpEd Forms Communication log to document all communication related to a student's IEP. Use the Synergy Student Contact log related to communication that is non-IEP related (ex: requesting a field trip permission form)
Examples of items to note in the SpEd forms communication log:
Document all due process related conversations in the communication log, especially phone calls or other conversations when there is not another documentation system or paper trail (put into communication log not scan into history).
If you have due process specific communication via email (i.e. communication about a due process meeting or due process document changes or requests), either copy/paste email into sped forms or summarize the communication and note it occurred via email (specific email records can be recalled from technology if/when needed).
Note things mailed home unless it is otherwise noted in the history.
Note if the file is shared or transferred to/from another district.
Note if sharing records with outside agencies per parent request with release of information. Upload the release of information to sped forms history and any outside agency reports.
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