PSA Case Management
Intermediate
3 min readBest Practices for Case Documentation
What to write, when to write it, and how detailed to be so the case file holds up at SARB.
Overview
Documentation is your case's memory. A clean record makes SART/SARB easier, defends your decisions, and helps the next PSA pick up the case if you transfer.
Rules of thumb
- Write today — not at end of week.
- Be specific — names, times, languages, outcomes.
- Be neutral — observations, not opinions.
- Quote families sparingly and accurately.
- Capture what didn't work, not just what worked.
Templates that help
- "Attempted call at 2:14 PM. Left Spanish VM. Will retry Friday."
- "Met with student in counselor's office. Student reports transportation barrier — 2-mile walk in mornings."
- "Home visit attempted; no answer. Door tag left. Will follow up by phone."
Common mistakes
- Free-text wall with no structure.
- Documenting only what the parent agreed to.
- Missing the language used.
Related articles
- How to Document a Parent Contact
- How to Use the SARB Readiness Checklist
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