Strengthening Advocacy: Effective Report Writing

1. Benton - Franklin Counties CASA / GAL Program WA CASA State Conference 10/21/16 Strengthening AdvocacyThrough EffectiveReport WritingPRESENTED BY: Erin Callies and Jody Boyd

2. Overview • Why we write reports - understanding our audience. • How to develop objective, factual narratives. • Building continuity into a report. • Identifying issues and turning them into recommendations. • Tips on editing, proper word usage, and common problems to avoid. • Your feedback – current good practices

3. Goal for Today’s Session • Increase your credibility with the court • Improve your ability to advocate for the children you represent

4. Understanding Our Role The GAL’s purpose is to observe and report information the Court needs to make decisions- In the child’s best interests

5. What decisions will the Court make at your next hearing? • Are the child’s needs being met in the current placement? • Is a different placement being considered? • Should the level or location of visits change? • Should there be a change in services for the child or parents? • Are the parents in compliance with orders? • Should the Primary Plan change?

6. Why Do We Write Reports? Effective advocacy provides clear, factual information about issues important to the Court: • Documents the facts in a permanent record • Addresses compliance with Court Orders • Recommends services for the child and parents • Provides basis for testimony/facilitates agreements • Evidence is evaluated by the judge – you have the judge’s uninterrupted attention!

7. Who Reads Our Reports? • Our main audience is the Court –the Judge or Court Commissioner -who decides the child’s placement based on compliance and safety • All parties to the case get copies: Judge, Parents, Attorneys, Social Workers & CASA/GAL

8. Sample – What do you think? • I visited Amy at her foster home. She was wearing a very cute pink t-shirt with a puppy on it, jeans and sneakers. Her hair was combed. Amy and I played in the yard with a ball. She laughed as she played ball with me and was really enjoying herself and it really tired me out. Amy had a big smile and waved good-bye when I left.

9. Sample – What do you think? • GAL talked with Ms. Smith after her visit. She was wearing jeans and a tank top and all her tattoos were showing. GAL thought she may have been using drugs recently. GAL asked if Ms. Smith was attending drug classes since she seemed to be missing a lot of visits. Ms. Smith gave a vague answer so it was even more likely she was using drugs.

10. Current Challenges • Reports that contain: • Extraneous, irrelevant information • Vague allegations • Judgmental comments • Opinions in place of facts • Focus only on negatives, or only on positives • No clear information on parental compliance or progress

11. 3 Basic Report Components 1. Narrative 2. Findings 3. Recommendations

12. Elements of a Narrative A Narrative is an accurate, factual, written record of your activities, observations, and fact gathering. It tells the reader ….. What happened, when it happened, who did it, where it happened, and how it happened. • Facts, not opinions, convince the reader. • First hand, independent information is most valuable

13. Elements of a Narrative Factual information forms the foundation upon which the report is written. • Check for accuracy - names, dates, descriptions, addresses, and numbers • Feelings and opinions do not belong in the narrative • Focus on both positive and negative aspects of case

14. Elements of a Narrative • Clarity- The language and the format must be simple and to the point. Facts should follow a logical sequence in chronological order.

15. Elements of a Narrative To gather relevant information for your report: • Child: Use the Checklist for Child Interviews & Report Writing as your guide to gathering pertinent information. • Parents: refer to current Court Order - Services Ordered and Visitation schedule. • Refer to findings and recommendations in psychological evaluations, treatment reports, report cards, IEP’s or developmental testing data when applicable.

16. Elements of a Narrative Avoid vague, judgmental language: Example: The kitchen was filthy and disgusting.

17. Stick to the facts… • There was a large pile of uncontained garbage across the entire kitchen floor. Dirty dishes were piled in the sink and on the countertops, containing rotting food.

18. Elements of a Narrative Words To Avoid • Mr. Smith refused, denied, claimed, admitted • Assaulted, attacked, resisted, forced, intimidated Use • Mr. Smith said, stated, reported, shared • A factual account of who did what – a description of behaviors and words.

19. Avoid this… Mr. Smith refused to take parenting classes.

20. A better report: • Mr. Smith reported he can not participate in parenting classes because he does not have transportation. • On October 1, Mr. Smith said he did not need to attend parenting classes because he knows how to be a good father. *This requires taking good notes!

21. Elements of a Narrative Words To Avoid Angry, upset, nervous, happy, crazy, “high”, filthy, smelly Disparaging or biased terms that refer to race, religion, ethnicity or sexual preference So Use Factual description of “angry” (clenched fists, shouted, hit table with fist) Use appropriate terms to describe these things.

22. Elements of a Narrative Words To Avoid A few, often, many, frequently, usually, a large amount Some time later, after a while, at last, soon, near future Use Quantify, be precise as possible – 3x in May, 4 of 7 visits, dates Provide an accurate time frame – will start June 1, since May 12, in the last 3 months

23. Avoid: Ms. Smith will get her Drug and Alcohol assessment in the near future.

24. Concise: • Ms. Smith’s Drug and Alcohol Assessment is scheduled for 11/3/2016 at First Step Counseling.

25. Your narrative report is now done….. Set it aside, then read again, and ask yourself: • Have I set aside any personal biases or preconceptions? • Have I used judgmental words such as just, only, never? • Have I written opinions based on feelings or assumptions, not facts?

26. Findings • Findings are the summary of your report. • List your findings in accordance with the flow of the document – in time sequence and in order of child, mother, father • Each finding should be clear and concise. • Findings must be factual, not opinions. • Do not add new information in your findings.

27. Sample Findings • Ann’s Reading and Math are below grade level. • Mother has not completed a substance abuse assessment. • Father attended three of twelve parenting Classes.

28. Recommendations Recommendations should be specific. They should be a logical proposal that is derived and supported by your factual narrative and your findings.

29. Sample Recommendations • Ann should be evaluated for special education services, or other appropriate interventions at Kennedy Elementary. • Mother should complete a court ordered substance abuse assessment. • Father should re-engage in the Positive Parenting education program.

30. Continuity- What does it look like? 9/5/2016: Robert Jones, counselor at Somerset Counseling, reported Ms. Smith missed her scheduled IOP sessions on August 6, 9, and 13, 2016. Ms. Smith did not call or reschedule her appointments on these dates. Ms. Smith has not attended any IOP sessions since August 12, 2016.

31. Continuity- What does it look like? Findings- • Ms. Smith is not in compliance with the current court ordered substance abuse services. She stopped attending IOP at Somerset Counseling on 8/12/16.

32. Continuity- What does it look like? Recommendation- • Ms. Smith should be re-assessed for the appropriate level of substance abuse treatment and follow recommendations.

33. Putting It All Together - Mechanics of Effective Writing Clarity- Your report should have the same word meaning to every person who reads it.

34. Putting It All Together / Mechanics of Effective Writing Eliminate unnecessary words and phrases: Kind of, sort of, type of, really, basically, for all intents and purposes, definitely, actually, generally, in particular, therefore, furthermore, during the time that we were discussing, he/she told me that she thought that, during my conversation with, according to, in order to explain that, she added that, she told me that she thought that …

35. Putting It All Together / Mechanics of Effective Writing Examples: Wordy- The report, which was recently submitted by this GAL in the previous month, states… Clear and concise - My 10/15/2016 report states…

36. Putting It All Together / Mechanics of Effective Writing Avoid roundabout expressions that are wordy: • or for the reason that • the reason for thinking this happened is because • due to the fact that this was already reported • in light of the fact that, or considering the fact that, on the grounds that • this is the full reason why this is being reported to say

37. Putting It All Together / Mechanics of Effective Writing Active Voice vs. Passive Voice Active Voice is: • The voice of persuasive writing • Direct – identifies the subject and the action: Mr. Smith attended the meeting on 10/1/16. • Uses fewer words than passive voice: The meeting held at DSHS on 10/1/16 was attended by many people including Mr. Smith and others.

38. Putting It All Together / Mechanics of Effective Writing Passive Voice: • The cat was chased by the dog. • The lease was broken by the landlord. • A trial by jury was requested by Mr. Jones. • The children were encouraged to use exploratory play by their teachers. • Having to find a new apartment was the reason the meeting was not attended by Mr. Smith.

39. Active Voice: • The dog chased the cat. • The landlord broke the lease. • Mr. Jones requested a jury trial. • Teachers encouraged the children to use exploratory play. • Mr. Smith missed the meeting because he was looking for a new apartment.

40. Final Analysis A Quality Report Includes: • Factually based narrative, that is presented in objective, non-emotional, and unbiased language • Facts, Findings and Recommendations that are clear, concise and follow a logical flow.

41. Final Analysis • If we are thorough in our investigations and submit a factual report, then we increase our credibility with the court and our ability to advocate for the children we represent. • We gain respect from the parties and a good reputation for being a fair and un-biased CASA/GAL. • Our voice is heard and respected – the child’s voice is appropriately represented.

42. Your CASA Program Best Practices • Programs provide initial and training updates • Programs send reminders before reports are due (usually 2-3 weeks ahead) • Supervisors review and edit reports with volunteers before they are due - learning opportunities • Monthly / quarterly volunteer meetings to learn and network

43. Contact Information Erin Callies Erin.callies@co.benton.wa.us 509-736-2710 Jody Boyd Jody.boyd@co.benton.wa.us 509-222-2302