DOCUMENTATION GUIDELINES
- Record or document an incident/occurrence as soon as possible. Back dated documentation can be problematic & is not recommended.
- If you are documenting at a later date, include this date as a point of reference.
- Record any/all related verbal communication as close to verbatim as possible.
- Record sequentially.
- Point form notes are quite acceptable.
- Do not use language/words that you are not familiar with. Words and language used out of context can cause confusion and can reduce the validity of your recordings.
- If it is a handwritten document make sure it is legible.
- If it is a hand written or a generic word document, number your pages sequentially. Ie. ½ – 2/2.
- Make sure your recordings include the time and date, location of the incident/occurrence.
- If incident/occurrence was witnessed, observed or heard by others please include their full given name, and their contact information.
- Do not inject your opinion or editorialize, allow the facts to speak for themselves.
- Be sensitive to the privacy of others, your documentation should only be shared with necessary individuals.
- Contact your District Developer if you are unsure who should receive a copy of your documentation.
Practical Examples
- On April 3, 2010 @ 7:15 PM at MacDonalds Field, I heard Mike Jones tell John Smith he was going to beat him up after softball practise
- At swim practise on April 6, 2010, Suzie Que shared with me that she “is afraid of Bowling Coach Sandy Castles”.
- On May 15, 2010, I called Head Coach Mike Johnson and asked when I could pick up the floor hockey equipment? Mike responded with profanities and hung up the phone.
- After soccer practise on August 6, 2010 @ 9:30 PM in the parking lot adjacent to Flanders Field, I observed volunteers and athletes drinking beer.
Problematic Examples
- What Jane really meant was this ……………………..
- I think Larry is obnoxious.
- It had to be Mike who stole the money.
- Amy is difficult by nature.
- I think she said…………