After each phone call/meeting, I suggest you send a brief letter or email that acknowledges (in a nice, polite way, of course) your understanding from the conversation. You may want to cc: someone in authority as well, although I guess that depends on who's working on the situation....
"Dear Ms. X, thank you for meeting with me to discuss DD's current situation. I was happy to hear that you are familiar with the IAS and look forward to reviewing it with you to determine whether a grade skip seems like the appropriate decision for DD...."
This is excellent advice. I would also add that whenever you give something such as a portfolio to the school, you make copies of what you've given and also send a follow-up email mentioning that you dropped it off. Although I failed to make copies, I dug out an old email that helped me when the school GT coordinator said that she never received the portfolio (which I had handed to her!)
