HEAD START®

Observation and Recording: Tools for Decision Making

Training Guides for the Head Start Learning Community

Table of Contents | Preface | Introduction | Module 1 | Module 2 | Module 3 | Module 4
| Continuing Professional Development | Resources
Appendices: Appendix A | Appendix B | Appendix C | Appendix D | Appendix E

Appendix C – Confidentiality

When dealing with observing and recording behavior, the issue of confidentiality must be discussed. Because observations become a part of a child' s portfolio, the same rules that govern the use of portfolios need to be in effect. Here are some guidelines for protecting the confidentiality of children and families:

• Code the children's names to protect their identities, if necessary.



• Use observational techniques that will not break a parent's confidentiality.



• Do not leave observations out of the portfolio where they can be seen by other staff or parents of the other children.



• Provide access to written observation records only to parents and professionals on a need-to-know basis. Written parental consent should be obtained before anyone other than the teacher, home visitor, or parent is allowed access to the information.



• Discuss observations with other staff only on a need-to-know basis.



• Store portfolios in locked files, drawers, or closets. Limit the number of access keys.



• Determine a policy on how long records are maintained. Typically, records move with the child. When children are ready to transition to school, portfolios are transferred to the school, with the parents' permission.

Conducting observations is a vital part of quality programming. At the same time, it carries with it an ethical responsibility to protect the privacy of Head Start children and families. When in doubt, discuss issues with the education coordinator or program director. In most instances, it is wise to err on the side of caution. The rights of children and families should always come first.