Notes Tab

The Notes tab provides a private, internal space for administrators to document important information about a user. Think of it as staff-only annotations - observations, interventions, conversations, agreements, and context that help staff understand the complete picture when working with this user.

Notes are essential for institutional memory, staff coordination, documenting decisions, and maintaining continuity as staff change or multiple people work with the same user.

Permission Required

To view notes, you need the View Users permission. To add or edit notes, you also need the User Notes permission assigned to your role.

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Understanding Notes

Think of the Notes tab as sticky notes for staff - informal but important observations and context that don't fit elsewhere in the system but need to be documented for future reference.

What notes are for:

• Documenting staff observations about user behavior or patterns
• Recording conversations with parents/guardians
• Noting agreements or accommodations
• Tracking interventions and their outcomes
• Explaining context for incident or billing patterns
• Communication preferences or special circumstances
• Device handling concerns or training provided

What notes should NOT contain:

• Formal incident reports (use Incident History tab)
• Financial transactions (use Billing History tab)
• Support requests (use Ticket History tab)
• Protected health information / medical details (use proper student records system)
• Inappropriate personal judgments or unprofessional comments

Why notes are important:

• Institutional memory - Preserve context when staff turnover occurs
• Staff coordination - Multiple people can see important context
• Decision support - Understand full picture before taking action
• Intervention tracking - Document what was tried and what worked
• Accountability - Record conversations and agreements
• Continuity - Ensure consistent approach across staff and time

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What You'll See on the Tab

The Notes tab displays all notes created about this user:

Notes Display

Each note shows:

• Note content - The actual text of the note
• Created by - Which administrator added the note
• Date/time - When the note was created
• Edit/Delete - Actions (if you have permission)

Example note:

Note: "Student has difficulty remembering password. Parent requested we
help reset as needed rather than billing for repeated password resets.
Documented 10/15/2024 after parent meeting."

Created by: Jane Doe
Date: 10/15/2024 2:30 PM
Actions: [Edit] [Delete]

Notes are displayed chronologically:

• Newest notes typically appear first (or last, depending on configuration)
• Each note is separate and individually editable
• No character limit on note length (be concise but complete)

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Adding Notes

How to Add a Note

1. Open the user profile
2. Click Notes tab
3. Click Add Note button
4. Type your note in the text field
5. Click Save or Add Note
6. Note appears in the list with your name and timestamp

What to Include in a Note

Good notes are:

• Factual - State observations, not judgments
• Specific - Include dates, names, specifics
• Actionable - Explain implications or next steps
• Concise - Brief but complete
• Professional - Written as if parents or lawyers might read it

Good note examples:

"Student participated in device care training on 11/15/2024 due to pattern
of 3 screen damage incidents in 2 months. Reviewed protective case usage
and proper handling. Student demonstrated understanding. Will monitor."

"Parent (Mrs. Smith, 555-1234) called 11/10/2024 requesting payment plan
for $450 lost device invoice. Agreed to $75/month for 6 months starting
12/1/2024. Payment plan documented in billing system."

"Student reports being bullied regarding device damage. Referred to
counseling 11/5/2024. Continue to monitor device assignments and incident
patterns. May need additional support."

Bad note examples (avoid these):

"This kid is so careless with devices."
(Judgmental, not factual or professional)

"Talked to parent."
(Too vague - no date, no content, no outcome)

"Student has ADHD and takes medication."
(Protected health information - belongs in student records system, not here)

Note Content Best Practices

Include:

• Dates and times
• Names of people involved
• Specific circumstances or observations
• Actions taken
• Outcomes or next steps
• Follow-up needed

Avoid:

• Judgmental language
• Protected health information
• Speculation or assumptions
• Unprofessional comments
• Information better suited for other systems

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Common Use Cases

Scenario 1: Documenting Parent Conversation About Billing

Parent calls to discuss damage charges and requests accommodation:

1. Open student's user profile
2. Click Notes tab
3. Click Add Note
4. Document conversation:

"Parent (Mrs. Johnson, 555-0123) called 11/20/2024 regarding $250 water damage
invoice. Explained incident occurred when water bottle spilled in backpack.
Family experiencing financial hardship. Parent requested payment plan. Agreed
to $50/month for 5 months starting 12/1/2024. Payment plan set up in billing
system. Parent appreciative. Will monitor payment compliance."

5. Save note
6. Future staff can see this context when working with family

Result: Conversation documented, agreement preserved, future staff informed.

Scenario 2: Recording Device Care Training

Student has multiple damage incidents and receives training:

1. Open student's user profile
2. Review Incident History - 3 cracked screens in 4 months
3. Provide device care training session
4. Click Notes tab
5. Click Add Note
6. Document training:

"Provided one-on-one device care training 11/15/2024 after pattern of 3 screen
damage incidents (see Incident History). Reviewed:
- Proper device storage in backpack (protective case, separate compartment)
- Handling techniques (two hands, avoid edges)
- What to avoid (liquids, dropping, sitting on device)
Student demonstrated understanding. Issued new device with reinforced case.
Will monitor for 60 days. If pattern continues, consider parent meeting."

7. Save note

Result: Intervention documented, success criteria established, follow-up planned.

Scenario 3: Noting Special Circumstances

Student has legitimate reasons for different treatment:

1. Open student's user profile
2. Click Notes tab
3. Click Add Note
4. Document circumstances:

"Student is in foster care placement. Guardian changes frequently. Current
guardian (Ms. Williams, 555-5678) may change. Use school social worker
(Mr. Adams, ext. 234) as primary contact for device/billing communications.
Do not bill student for damage - work with social worker for district coverage.
Documented 10/1/2024 per district foster care policy."

5. Save note
6. All staff see this when working with student

Result: Special circumstances documented, consistent treatment ensured.

Scenario 4: Tracking Intervention Outcomes

District tries intervention, needs to document results:

Initial note (09/15/2024):

"Student has 5 'forgot password' support tickets in 2 weeks. Provided password
management training session. Set up password recovery options. Will monitor
ticket volume for next month."

Follow-up note (10/20/2024):

"Update: Password training effective. No password-related support tickets in
past 5 weeks. Student successfully using password recovery options. Intervention
successful - no further action needed."

Result: Intervention tracked, outcome documented, proven successful approach saved for future reference.

Scenario 5: Documenting Agreement to Waive Charge

Administration decides to waive damage charge in special case:

1. Student has first damage incident ever after 3 years
2. Family cannot afford charge, student devastated
3. Principal decides to waive as one-time accommodation
4. Open student's user profile
5. Click Notes tab
6. Click Add Note
7. Document decision:

"Principal Johnson waived $150 screen damage charge (Incident #2024-003456)
on 11/18/2024. Student's first incident in 3+ years, excellent track record.
Family financial hardship documented. Approved as one-time accommodation per
principal discretion policy. Student and parent notified - explained this is
exceptional and future damage will be billed. Student very appreciative."

8. Save note

Result: Decision documented, rationale preserved, expectations set.

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Editing and Deleting Notes

Editing Notes

When to edit:

• Correcting typos or errors
• Adding follow-up information
• Clarifying context

How to edit:

1. Find the note to edit
2. Click Edit button
3. Modify the note content
4. Click Save
5. Note updates with edit timestamp

Note: Some systems track edit history. Your changes may be logged.

Deleting Notes

When to delete:

• Note was created by mistake
• Note contains inappropriate content
• Note is duplicate

How to delete:

1. Find the note to delete
2. Click Delete button
3. Confirm deletion
4. Note is permanently removed

Use Caution

Note deletion is usually permanent. Only delete notes that truly should not exist. If the information is no longer relevant but was accurate when written, consider leaving it for historical context.

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Privacy and Compliance Considerations

What NOT to Put in Notes

Protected Health Information (PHI):

• Medical diagnoses
• Medications
• Health conditions
• IEP/504 specific details

Why: Notes may not meet HIPAA/FERPA protections for medical records. Use proper student health records systems.

Personally Identifiable Information of Others:

• Social Security numbers
• Full birthdates
• Other students' private information (use "another student" not names)

Inappropriate Content:

• Subjective judgments about character
• Personal opinions unrelated to device program
• Speculation or gossip
• Anything unprofessional

What IS Appropriate in Notes

Behavioral observations related to device program:

• "Student frequently leaves device unattended in cafeteria"
• "Student handles device roughly during transitions"

Documented accommodations:

• "Per 504 plan coordinator, extended checkout periods authorized"
• "Special keyboard issued per occupational therapy recommendation"

Communication and agreements:

• "Parent prefers text communication, number: 555-1234"
• "Family requested we hold device over summer break"

Support and interventions:

• "Provided additional training on device care"
• "Referred to counseling for bullying related to device damage"

Who Can See Notes

Internal staff with permissions:

• Notes are typically visible to all administrators with "View Users" permission
• Adding/editing notes requires "User Notes" permission

External parties who CANNOT see notes:

• Students (even in student portal)
• Parents/guardians
• External users

Exception: Notes may be subject to:

• Public records requests (depending on jurisdiction)
• Subpoenas or legal discovery
• FERPA requests for educational records

Therefore: Write all notes as if they might be read by parents, lawyers, or the public someday. Be factual, professional, and defensible.

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Cross-Referencing Notes with Other Tabs

Use notes to provide context for other profile data:

With Incident History

Example note:

"Student's 3 screen damage incidents all occurred during PE class. Recommend
device be stored in locker during PE rather than kept in backpack on bench.
See Incident History for details."

With Billing History

Example note:

"Payment plan agreement: $75/month for 6 months starting 12/1/2024 for Invoice
#INV-2024-5678. See Billing History for payment tracking."

With Ticket History

Example note:

"Student submits many support tickets due to limited technology skills, not
device issues. Referred to technology integration specialist for additional
training. See Ticket History for pattern."

With User Information

Example note:

"Student moves between two guardian households (custody arrangement). Mother
(555-1111) and Father (555-2222) both should receive billing and incident
communications. See User Information for contact details."

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Tips for Using Notes

✅ Do:

• Write notes as if parents or lawyers might read them
• Include dates, names, and specifics
• Document interventions and their outcomes
• Note agreements and accommodations
• Be factual and professional
• Use notes to coordinate between staff
• Document conversations with parents
• Track follow-up needed

❌ Don't:

• Include protected health information
• Make judgmental or subjective comments
• Write vague notes without context
• Assume notes are completely private
• Delete notes to hide past actions
• Include gossip or speculation
• Write anything you wouldn't want to defend later
• Use notes as a substitute for proper incident/billing records

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Common Questions

Q: Can students or parents see notes written about them? No. Notes are internal staff-only. However, notes may be subject to public records requests or educational records requests depending on jurisdiction and circumstances.

Q: Should I put IEP or 504 information in notes? Only general accommodations related to device use (e.g., "Special keyboard issued per IEP"). Detailed IEP/504 information belongs in the proper student records system. Never include medical diagnoses or detailed disability information.

Q: What if I need to document something sensitive? Ask yourself: "Would I be comfortable defending this note in court?" If yes, write it factually and professionally. If no, either reword it professionally or consult your administrator about whether it belongs in a different system.

Q: Can I edit someone else's note? This depends on permissions. Some systems allow it, some don't. Best practice: Add your own note with updates rather than editing someone else's note. Preserves authorship and timeline.

Q: How long are notes kept? Notes are typically kept indefinitely as part of the user's profile. They may be archived when users become inactive, but generally persist for historical reference.

Q: What if a note contains incorrect information? If you have edit permission, edit the note to correct it. If you can't edit it (someone else's note), add a new note clarifying the correct information and referencing the original note.

Q: Should I document every interaction with a user? No - only document significant interactions, agreements, interventions, or context that other staff should know. Routine transactions don't need notes.

Q: What's the difference between notes here and incident notes?

• User profile notes - General observations, context, interventions, agreements
• Incident notes - Specific to a particular damage/loss incident

User notes are broader and may reference multiple incidents or non-incident matters.

Q: Can I delete a note after it's been created? If you have permission, yes. But consider: Was the note accurate when written? If so, it may be better to leave it for historical context even if no longer relevant. Only delete truly inappropriate or erroneous notes.

Q: Who can see that I created a note? All users with "View Users" permission can see your name attached to notes you create. Notes show author name and timestamp.

Q: Should I use notes to complain about a user? No. Notes should be factual observations, not complaints or venting. If you're frustrated, write the note, then reread it and remove any judgmental language before saving.

Q: What if parents request to see notes about their child? Consult your district's legal counsel or records officer. Notes may be considered educational records under FERPA depending on content and jurisdiction. This is why professional, factual note-writing is critical.

Q: Can I copy-paste conversations from emails into notes? Yes, if relevant. But be careful about privacy - don't include email content that contains other students' information or protected details. Summarize key points professionally.

The Notes tab provides a flexible, staff-only space for documenting important context about users. Used properly, notes enhance institutional memory, improve staff coordination, and support informed decision-making while maintaining appropriate privacy and professionalism.