1. Record or document an incident/occurrence as soon as possible. Back dated documentation can be problematic & is not recommended.
  2. If you are documenting at a later date, include this date as a point of reference.
  3. Record any/all related verbal communication as close to verbatim as possible.
  4. Record sequentially.
  5. Point form notes are quite acceptable.
  6. 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.
  7. If it is a handwritten document make sure it is legible.  
  8. If it is a hand written or a generic word document, number your pages sequentially. Ie. ½ – 2/2.
  9. Make sure your recordings include the time and date, location of the incident/occurrence.  
  10. If incident/occurrence was witnessed, observed or heard by others please include their full given name, and their contact information.  
  11. Do not inject your opinion or editorialize, allow the facts to speak for themselves.  
  12. Be sensitive to the privacy of others, your documentation should only be shared with necessary individuals.  
  13. 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…………