Last week I shared some information from Shannon Holden, the founder of New Teacher Help.  Continuing on the ideas he provided for new teachers, this week's blog entry is about documentation.  Of course, many of us veteran teachers can also gain a lot of insight from Holden's suggestions, too!

"The most important thing that you can do as a new teacher to cover yourself is to document as much as possible." 

1.  Keep basic student information in a spreadsheet or database format.  Include the student's full name, address, phone number, parent information (names, phones), e-mail addresses and any other vital information (such as food allergies).
2.  Keep a behavior spreadsheet or database.  Include the student's name, the date the behavior occurred (Note - this can be good or bad behavior), what happened, and the actions you took to modify the behavior if necessary.
3.  Keep copies of discipline referrals to the office.  If possible, scan them so you can keep them digitally.  Attach these referrals to the behavior spreadsheet or database you are keeping.
4.  Keep samples of student work.  Again, if it is possible, scan the work so you can keep it digitally.  (Be sure to get permission from the student and/or guardian if you want to publicize the work in any way, especially online.)
5.  Keep a contact log.  Include the person you contacted and the method (home, cell, work phones; e-mail) and the basic information about why you contacted them.  Don't forget to include information if you don't reach anyone, too.  For example, list if you left a message on an answering machine or voice mail, if you left a message with another family member (older brother or sister, grandparent, etc.), if you got a busy signal, if you did not get a return receipt on an e-mail, etc. 
6.  Keep a spreadsheet of dates and times you spent at extracurricular activities.  For example, "Football game ticket taker - August 3rd - 5 to 8 p.m." or "School dance - February 14th - 6 to 10 p.m." 
7.  Keep a log of tutoring.  If you help students before school or after school or at other times, document the student(s), the date, the time and the subject matter or specific lesson.  You might also want to include times you offered your services but had no "takers".  This might come in handy when a parent says their student needed extra help but didn't receive it.  You can let them know all the dates and times you made yourself available.
8.  Keep a professional development log.  List all sessions, dates, times, trainers/instructors, etc.  If you have certificates of completion, scan those and keep a digital copy or at the very least, place them in an easily accessible notebook.
9.  If you have a Website, periodically take a screenshot of the information you have posted and save it digitally.  Also keep a digital copy of any materials you post. 
10.  People are forgetful - consider keeping notes of faculty meetings, professional development, professional learning community meetings, parent/guardian conferences, etc.  Simply type a quick paragraph or two in a word processing program and save digitally.
11.  Consider keeping a digital copy of student progress reports throughout the year. 
12.  Consider keeping a digital textbook/book issue sheet.  Include the name of the student, the name of the book, the number of the book if applicable, and the date the book was issued to the student.  Include a separate area for the date the book was returned. 

According to Holden, the moral of this story is "There is NO substitute for documentation!"  Even though it looks like a long list, if it is all kept digitally, it doesn't take too long to enter or scan the information.  And, remember, documentation has saved many a career, so it's invaluable. 

Have a great week!