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Any counselor that works in an educational setting—elementary, middle, or high, private or public—and has worked for more than one day knows that a schedule should be written in pencil. There will be interruptions. There will be unexpected crises. The one constant is that the day’s scheduled events will change. Many days our door seems to be revolving with a variety of student needs. “My boyfriend broke up with me between classes!” “She invited all the other girls to her birthday party, but she didn’t invite me.” “Every time I take a test, I feel like I’m going to throw up!” And then there are the BIG DEAL issues that come through the door as often as those that might appear trivial. “My dad threatened to kill my mom last night.” “My friend showed me her arms, and she has cuts on them.” “My mom left us last night.” “I want to run away from home.”
There have been days when I have provided counseling services, large and small, to no fewer than a dozen students. These are exhausting days, with a pizza delivered to my home and a long hot bath in my future that night.
When it is time to document all of these contacts in a quick, effective, way, I use COUNSELING NOTES. LuAnne, another Square Peg, developed this format using Microsoft’s Excel Pivot Tables. She designed it, and I have implemented its use for the past four years by keeping my counseling notes using this terrific program. You get to decide how simple you want it to be based on the amount of detail you put in the “Comments” section. Best of all, it tracks the number of contacts you have by date AND by student. I print it out at the end of each year both ways, alphabetically and chronologically. I can quickly see that I saw “John Doe” 11 times when referring to the alphabetical printout. I can easily find that I counseled 47 students during September when I arrange it chronologically. And, there’s MORE! At the end of the year (or whenever desired), pivot tables allow me to see how many students I have seen by counseling category (family problems, anger management, social skills instruction, grief, etc.), the school or grade level with the greatest need for my support that particular year, and how many consultations I provided. Separate graphs and charts quickly show this information in such a way that I see my counseling services during the school year. It is much more than a spreadsheet!
In a nutshell, this tool allows me to keep sole-possession counseling notes in a quick, simple manner AND is excellent documentation of my time…proving time and time again that I am a needed member of my school community. It is not unusual for me to have 400+ student contacts across an academic year. Using COUNSELING NOTES keeps my counseling notes organized in a way I have never previously been able to accomplish. I am NOT, by nature, an organized person (ask anyone who works or lives with me!), and this is simply the best tool for counselors I have ever personally used. Want to prove your worth in a statistical, data-driven way? Use COUNSELING NOTES.
Remember, there are legal and ethical guidelines when keeping counseling notes as they relate to student records. See my post STUDENT RECORDS: Yours, Mine or Ours?