A simple thank you card may one day be more than a sentimental keepsake — it could be a critical piece of legal evidence. That was the case in an investigation into a teacher’s professional conduct, where holiday cards from a parent played a decisive role in clearing the teacher of misconduct allegations.
From appreciation to accusation
The case began when a parent filed a complaint alleging years of bullying and mistreatment by a high school drama teacher, citing a recent decision by the teacher not to cast their child in a play. The complainant claimed this was part of a long history of exclusion.
The teacher, blindsided by the accusation, insisted they had enjoyed a positive relationship with the student and family. Their proof? Three handwritten holiday cards from the same parent. Written over several years, the cards thanked the teacher for supporting the student, praised them as a role model and even expressed hope that the parent’s younger children might one day be in the teacher’s class.
The tone and content of these cards starkly contradicted the complaint and ultimately led to a determination that no further action was required. In this case, documentary evidence was key to disproving the allegations.
Old notes, new importance
Documentation can take many forms, but it is important to remember that all documents may become part of legal proceedings. Strengthening documentation practices is essential for teachers and school leaders as Alberta’s educational landscape grows more complex.
Under the new Code of Professional Conduct for Teachers and Teacher Leaders, the stakes are higher than ever when it comes to maintaining clear, objective records of professional activities, student incidents and decision making. Further, unlike complaints regarding professional competency, which must be filed within two years, conduct complaints can be submitted at any time — even decades after an alleged event.
A conduct complaint could be made about something that happened on your first day of teaching, even if that was 20 years ago. That’s why keeping accurate, dated notes and summaries is so critical.
Emails, meeting notes, classroom logs and other records (yes, even holiday cards) could be used as evidence in investigations by school divisions or the Alberta Teaching Profession Commission (ATPC). While strong documentation can support a teacher’s position, poor or inconsistent documentation can undermine credibility and legal standing.
Best practices for documentation
While each teacher may develop a documentation style that works for them, some common principles may help guide your practice:
- Date every entry: Always note when the record was created.
- Be concise and objective: Stick to observable facts. Avoid emotional, subjective or accusatory language.
- Stay consistent: Make documentation a habit, not a reaction.
- Know the policies: Each school division has rules around records retention, including how long to keep emails, video files, student data and incident reports.
As documentation may be used in legal proceedings, avoid including personal opinions, hearsay or unverifiable references to family issues or mental health unless directly relevant and professionally appropriate. Further, any documentation involving suspected child abuse or police involvement should be recorded factually and in accordance with legal requirements.
A professional responsibility — and protection
Professional, factual and timely documentation isn’t just good practice, it’s a form of protection. It’s not about being paranoid; it’s about being prepared because you can’t always anticipate which records will become relevant in the future.
It doesn’t hurt to find a safe place for those thank you cards, letters and drawings. Just in case.
If you have received a notice of complaint from the ATPC, contact the ATA’s Regulatory Affairs team immediately.
Call 1-800-232-7208 or email professionaldiscipline@ata.ab.ca for support.
ATA Executive Staff Officer and Representation Officer
