Creating and Maintaining a Communication Log
A blog for families
Effective communication and documentation are essential when working with your child’s educational team, especially when it comes to 504s and Individualized Education Programs (IEPs).
One tool to have in your advocacy toolbox is a communication log. Creating and maintaining a communication log allows for all interactions, requests, and decisions to be organized and documented in one place.
Benefits of a Communication Log:
Accountability- It helps hold everyone–educators, administrators, and yourself–accountable for what has been discussed and agreed upon.
Clarity- It provides a clear record of what was said, when it was said, and by whom, which can be helpful if misunderstandings or disputes occur.
Consistency- It tracks communication over time to ensure that follow-ups happen.
Advocacy- Having a well-maintained communication log provides evidence if it is every needed in the future.
It is important to choose a format that works for you. Some people prefer a digit formal, while others prefer a hardcopy that can be saved in a notebook or binder. The key is choosing something you’ll consistently use and that is easy for you.
We created a free communication log template to get you started. This template serves as a guide, making it easier for you to track contact and interactions with your child’s educational team.
How to use our Communication Log:
Date: Indicate date of the contact or interaction.
Time: Make note of the time of contact or interaction.
Method: Document the method you used for the contact or interaction (i.e., in-person, phone call, text, email, letter, video call, etc.).
Name of Person Contacted: Indicate the name of the person you contacted or interacted with. If unknown, write the name of their job title.
Reason & Outcome: Make note of the reason (why you initiated the communication) and any outcomes (what happened as a result).
Examples of Reasons: Requesting a meeting; following-up on a previous discussion; reporting an issue; sharing important information, etc.
Examples of Outcomes: Scheduled a meeting; received a response, left a message, etc.
Here are some examples to get you started:
Additional Tips:
Update your communication log regularly by making it a habit to update it after every contact or interaction with the educational team. It’s easier to do this while the details are fresh in your mind.
We suggest maintaining a communication log for each school year. If your child changes schools or districts within the same school year, we recommend starting a new communication log and keeping multiple school year communication logs together. Communication logs are best kept with your other 504 and/or IEP paperwork.
Verbal conversations should be followed-up in writing, such as an email, to ensure there is a clear and accurate record.
Creating and maintaining a communication log is a proactive step you can take in building your advocacy skills. By documenting your contacts and interactions with your child’s educational team, you are staying organized and empowering yourself as an advocate for your child!
Blog Photo Credit: Hillary
Photo Location: Puerto Vallarta, Mexico
