Check, Please? Guidelines for Documentation of Student Work

Guidelines for the documentation of work of students who are blind or visually impaired

Look Familiar?

woman sitting at desk surrounded by paperwork


Why Document?

  • Chart student progress
  • Record contact with parents/teachers/service providers
  • Accurate IEP objective updating/progress reports
  • Tweak lessons to focus on weakness while expanding on student strengths 


clipboard with lined paper

Where to Start?

  • Determine what you want to document
  • Find a form
  • Form not perfect? Adapt it!
  • No form? Make one!


What I Document

  • Contacts from parents/service providers (school district and agency)
  • Student progress (IEP)
  • Student behaviors, as appropriate
  • Observations of student in classrooms
  • Technology use
  • Accommodations used/not used
  • Teacher consults/feedback


IEP Behaviors

  • Whether you’re using percents or fractions, objectives need to be tracked!
  • Some teachers use a grade book (paper or electronic), others use data collection sheets
  • Find a method that will work for you…


“I’ve got this objective, but I don’t know how to document it…”

  • Try a tally sheet type form
  • Easy to utilize and keep up with
  • Adapt an existing form to meet your needs OR create your own!
  • Try using a voice recorder to record your data to put to paper later


IEP Objective Data Collection Example

IEP Objective Data Collection Example


Completed Data Collection Example

Completed Data Collection Example

percents to fractions










  • Behavior happens
  • We need to document the behavior during the VI sessions to provide continuity in data collection/implementation of a behavior plan



  • to verify the FVE/LMA recommendations are effective
  • the teacher is utilizing said recommendations
  • the student is on task & prepared
  • student using the technology appropriately
  • the student an active part of the class
  • etc


observations for the functional vision evaluation


  • Technology
  • ECC
Using forms to help document your assessment helps you to not overlook anything and helps to organize your thoughts/write less



  • Observations complete
  • Evaluations complete
  • Time to discuss the student’s needs
  • Assist the teacher in lesson planning (i.e. unit on Texas…ensure teacher has the tactile graphics/enlargements needed)meet with other service providers


Expanded Core Curriculum Screening Interview ToolSupport Communication Form



print recommendations


  • We evaluate. We report to the ARD committee. We then provide services, right?
  • The recommendations are often overlooked and not provided.
  • Simplify them.


Record Keeping

  • Information pertaining to the caseload/student
  • District information
  • Scheduling/lesson plans
  • Student attendance


2012-13 Caseload Analysis for __ Vision aDepartment

Time Spent Making Materials Outside the School Day


Making Your Own Forms

  • You’ve looked and nothing meets your needs…not even to adapt.
  • Determine what it is you want in the form (behaviors, objectives, etc.)
  • Do you want the form to be a checklist or comments?
  • Sketch it out on paper (easier to make corrections).
  • Open up a Word or Excel document and create it!
  • Keep it simple.


There’s An App for That

  • Super Duper Data Tracker


Closing Thoughts…

  • Document…just do it!
  • Documentation helps verify what you do on a daily basis.
  • Documentation helps when you have ARDs that might be contentious.
  • Documentation helps when others pick up where you’ve left off when changing teachers/districts.
  • It’s the smart thing to do.
  • Keep your documentation.



  • Leon-Guerro, R and others, 2011. Show me the Data! Data-Based Instructional Decisions Made Simple and Easy. AAPC Publishing, Shawnee Mission, KS. 
  • Olmstead, Jean E, 2008. Itinerant Teaching: Tricks of the Trade for Teachers of Blind and Visually Impaired Students. American Foundation for the Blind, New York. 
  • Teacher’s Book of Forms”. Remedia Publications, 2000
  • 2007. Evals – Evaluating Visually Impaired Students. Texas School for the Blind and Visually Impaired, Austin. 
check please collage