Recording Notes Guidelines and Best Practices

Introduction

Effective documentation of student interactions is a cornerstone of student success. Within MU Connect, contact notes serve multiple purposes, from providing historical records of advising sessions to ensuring a network of continuous support for students. Properly recording notes allows advisors and staff to track a student's academic journey, helping to guide decisions, improve student outcomes, and facilitate communication across departments. In this article, we will cover the legal guidelines surrounding note-taking, best practices for recording student interactions, and examples to help advisors and staff navigate the process.

Legal Guidelines

Understanding FERPA, HIPAA, and ADA

When recording contact notes, it is essential to adhere to various laws that protect student privacy and define what can and cannot be documented. Below are the key policies governing MU Connect note-taking:

ADA (Americans with Disabilities Act)

The ADA ensures that students with disabilities have equal access to educational opportunities and services.

  • What this means for note-taking: Any accommodations or support provided to students with disabilities should be documented. Notes should reflect the support provided without disclosing specific diagnoses unless necessary for the accommodation process.

FERPA (Family Educational Rights and Privacy Act)

FERPA is a federal law designed to protect the privacy of student education records. It establishes students’ right to inspect and review their education records and sets guidelines for the correction of inaccurate data. You are responsible for safeguarding student records in compliance with FERPA.

  • What this means for note-taking: Contact notes are part of the student's educational record and cannot be shared with third parties (including parents) without written consent from the student. Notes are subject ot subpoena or legal requests.

  • Sole Possession Notes: These are notes kept by the creator and are not accessible to others. While they are excluded from the student record under FERPA, they are still subject to subpoena or legal requests.

HIPAA (Health Insurance Portability and Accountability Act)

HIPAA governs the privacy of health records. While MU Connect contact notes are not generally considered health records, information about students' health or disabilities must be handled carefully.

  • What this means for note-taking: When documenting health-related information (e.g., medical leave, disability accommodations), focus on actions taken, such as referrals to appropriate services, rather than diagnosing or detailing personal health conditions.

Best Practices for Recording Notes

When recording notes in MU Connect, it's essential to maintain accuracy, clarity, and professionalism. Here are some best practices to follow:

1. Be Clear and Concise

  • Use concise and descriptive language. Focus on documenting relevant details that will help colleagues understand the student’s progress and challenges. Keep your notes straightforward, avoiding unnecessary details.

2. Avoid Subjective Judgments

  • Do not include personal opinions or evaluations of the student’s character, abilities, or personal life unless they are directly relevant to their academic or career progress. For example, avoid statements like "Student is struggling in all classes; I doubt their ability to succeed." Instead, focus on objective information like "Student indicated they are struggling in all of their classes; talked through study strategies, tutoring assistance, and implications of dropping their courses."

3. Focus on Actions and Recommendations

  • Always include the action items and recommendations discussed with the student. For example, if you recommend that a student retake a course or seek tutoring, clearly state that in the note. Always document why certain decisions were made, including any exceptions.

4. Keep Notes Professional

  • Ensure your notes are professional and neutral. For instance, if a student expresses frustration, it’s acceptable to note the behavior but focus on how it was addressed, e.g., "Student expressed frustration with course load; discussed time management strategies."

5. Include Relevant Details

  • Record specific advice, such as course recommendations, alternative options, and any potential consequences of not following the advice (e.g., "Student advised to take MATH 1100 as it aligns with future goals in Elementary Education").

6. Use Private Notes When Necessary

  • If there is sensitive information, such as personal issues, or health-related matters that the student is not comfortable with others seeing, mark the note as private. The note will only be visible to you. Remember, this does not prevent the note from being part of the student’s record under FERPA.

Examples of Effective and Ineffective Notes

Below are examples of good and poor note-taking practices to help guide you in documenting student interactions:

Effective Notes:

  1. General Advising:

    • “Advised student on course selection for Spring 2026: Recommended MATH 1100, POL_SCI 1200, and COMM 1200. Alternatives discussed in case of course conflicts: HIST 1200 (POL_SCI 1200) and SOCIOL 1000 (PSYCH 1000).”

  2. Follow-up Action:

    • “Student asked for assistance with time management. Recommended using the Learning Center for study strategies and tutoring. Follow-up scheduled in two weeks.”

  3. Referral:

    • “Referred student to Counseling Center for support regarding stress management. Provided contact information.”

Ineffective Notes:

  1. Subjective Judgment:

    • “Student seems lazy and doesn’t seem to care about their grades.”

  2. Negative Comments about Others:

    • “Student complained about their instructor’s teaching style and said the class is unfair.”

  3. Unnecessary Personal Information:

    • “Student has ADHD and mentioned feeling anxious during exams. Needs more time to study but isn’t trying hard enough.”

Avoid these practices as they do not contribute constructively to the student’s record and can violate privacy standards.

Additional Considerations

1. Ensuring Privacy

  • Always ensure that student privacy is maintained. Avoid including information that would make the student uncomfortable if shared, such as personal opinions or health diagnoses, unless required for accommodation purposes.

2. When to Use Private Notes

  • Use private notes when you need to record sensitive information that should not be shared with others in the student's advising network. For example, if a student shares a personal issue (e.g., mental health or family matters) that is unrelated to their academic progress but needs to be recorded for context, mark it as private.

3. Sensitive Information Handling

  • When documenting sensitive information, ensure it is fact-based and does not disclose details that could harm the student’s reputation or privacy. For example, if a student shares a health concern, note the necessary action taken (e.g., "Student reported health-related issues; advised to visit campus health services").

Conclusion

Properly documenting student interactions in MU Connect is critical for ensuring quality support, maintaining privacy, and adhering to legal standards. By following the guidelines outlined in this document, we can create effective, accurate, and professional notes that support students' academic and career success while protecting their privacy.

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