Parent & Guardian Outreach
Beginner
3 min readHow to Document a Parent Contact
Log every call, message, and visit — successful or not — so the case timeline tells the full story.
Overview
Every parent contact attempt belongs in PSA 360. Failed attempts matter as much as successful ones — they prove escalation history when SART/SARB review begins.
Step-by-step
- From the student profile or case → Log Contact.
- Select Method (call, text, letter, email, in-person).
- Choose Outcome — Reached, Left voicemail, No answer, Wrong number, Refused.
- Select Language used.
- Add a short note (one or two sentences).
- Tick Follow-up required if a return contact is needed; the system creates the task automatically.
- Save.
Example
You attempt a call to a parent at 2:14 PM, leave a Spanish voicemail, and add the note "Left VM about Wed conference." Outcome: *Left voicemail*. Follow-up: yes (3 days). PSA 360 logs the attempt and schedules the follow-up task.
Best practices
- Document immediately after the call — even one line beats forgetting.
- Use templates for routine messages (Letter Translator handles language).
Common mistakes
- Not logging unsuccessful attempts.
- Vague notes ("called parent") with no outcome.
Related articles
- Recommended Daily PSA Workflow
- Best Practices for Case Documentation
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