Tips for accurate documentation and BACB compliance
Key practices to ensure quality hour logging
Document your supervision sessions within 24 hours while details are fresh. Waiting too long can lead to forgotten details and inaccurate records.
Record exact start and end times. Round to the nearest 15-minute increment if needed. Don't inflate hours - accuracy builds trust and maintains compliance.
Write session notes in professional, objective language. Avoid jargon or abbreviations that may be unclear to BACB reviewers.
Verify that activity types (unrestricted/restricted) and contact types (individual/group) are correctly selected before submitting.
Rather than "discussed cases," write "reviewed ABC data for Client A, discussed function-based intervention strategies, and practiced graphing treatment integrity data."
Comprehensive session notes help supervisors verify your work and demonstrate BACB compliance. Include these key elements:
Bad: "Discussed cases and supervision topics"
Good: "Reviewed FBA data for Client A showing 12 instances of task refusal; discussed antecedent manipulation strategies and developed intervention plan draft"
Only log actual supervision time. A 45-minute session should not be logged as 1 hour. BACB audits can detect patterns of inflation.
The following do NOT count as supervision hours:
Remember the 60/40 rule:
BACB requires minimum 2 contacts per month, with at least 1 being synchronous (in-person or real-time virtual). Asynchronous methods like email feedback can count for the 2nd contact only.
Don't assume hours are approved. Always submit for review and wait for supervisor approval before considering hours official.
What to log: One-on-one meetings with your supervisor, whether in-person, phone, or video call
Duration: Count only the actual supervision time, not setup or social chat
Notes should include: Specific feedback received, skills practiced, cases discussed, and action items
What to log: Structured supervision meetings with other supervisees (maximum 10 total participants)
Important: Must be <50% of total supervision hours to maintain compliance
Notes should include: Number of participants, topics covered, your specific contributions and questions
What to log: Time when supervisor directly observes you working with clients and provides immediate feedback
Duration: Count observation time + feedback discussion time
Notes should include: Client setting, skills demonstrated, specific feedback on your performance
Frequency: Required at appropriate intervals per BACB (discuss schedule with supervisor)
What qualifies: Written feedback on case notes, video review comments, or email exchanges with specific guidance
Limitations: Can count for only 1 of the 2 required monthly contacts; the other must be synchronous
Duration: Time spent reviewing supervisor's feedback and implementing recommendations
Notes should include: What materials were reviewed, feedback received, and how you applied it
What to log: Time working alongside supervisor with clients, receiving real-time coaching and feedback
Important: Only counts if supervisor is actively providing instruction and feedback, not just working in the same space
Notes should include: What you practiced, immediate corrections received, skills refined
Keep a supervision log (digital or paper) during each session where you jot down:
This makes it easy to transfer accurate information to the system within 24 hours.
Before submitting each log entry, verify: