Separate independent and prompted requests, keep opportunities visible, and explore a fictional request-recording CSV.
Define what you are recording
For this example, an opportunity is a naturally available chance to request a chosen item, activity, help or break using an agreed communication method. A request is recorded as independent only when it meets the team’s written definition without additional assistance.
The fictional target is asking for help during a chosen activity. Speech, gesture, sign or a communication device can be documented without assuming one method is preferable.
Collect the data consistently
Write the communication method and what starts and ends one opportunity before recording.
Record each opportunity once. Separate independent requests, requests with assistance and other outcomes.
Keep the offered choices and assistance description in notes so different observation conditions remain visible.
How to complete each data sheet column
Use the stated units and distinguish an observed zero from a missing observation.
Date: Date of this observation. Use YYYY-MM-DD, for example 2026-10-09. Rows are ordered by date; equal spacing on the graph does not represent elapsed calendar time.
Target: Short fictional or de-identified label for the one activity being observed. Use the same target throughout this report; keep its agreed definition in your approved record.
Phase: Optional label for the observation conditions, such as Observation A. A change creates a chart marker; it does not demonstrate a treatment effect.
Independent: Whole-number count of opportunities with an independent response under the agreed rule. For example, 3 independent out of 5 opportunities gives 60%.
Prompted: Optional whole-number count of responses following the defined assistance. Keep these separate from independent responses; the two counts cannot exceed opportunities.
Opportunities: Total observed opportunities, including unsuccessful opportunities. Use a positive whole number. Independent and prompted responses must not overlap.
Notes: Optional observation context or recording limitation. Exclude names, contact details and other identifiable clinical information.
Fictional worked example
These are original fictional observations, not patient records or a treatment recommendation.
Communication request data sheet
Date
Target
Phase
Independent
Prompted
Opportunities
Notes
2026-01-05
Fictional independent-requests
Observation A
4
2
8
Fictional help requests; other outcomes remain in denominator
2026-01-07
Fictional independent-requests
Observation A
6
3
12
More opportunities than previous observation
2026-01-09
Fictional independent-requests
Observation A
5
1
8
Different activity; keep context visible
2026-01-12
Fictional independent-requests
Observation B
5
2
10
Observation condition changed
2026-01-14
Fictional independent-requests
Observation B
7
2
12
Fictional counts only
2026-01-16
Fictional independent-requests
Observation B
4
2
8
Same denominator as first row
Review and interpretation
Four independent requests in eight opportunities and six in twelve both equal 50%. Review the denominator, communication access and context before comparing sessions.
Do not treat a missing record as an unsuccessful request.
A change in assistance or available opportunities can change a percentage.
An independent percentage is not a measure of whether a person’s communication needs were met.
Questions for the clinical team
What communication options are accessible?
Who defines an opportunity and assistance?
How will a request to stop or take a break be respected?