Copy of Counselors Log Template Rev 0808081

WEST VIRGINIA DEPARTMENT OF EDUCATIONSCHOOL COUNSELING LOGGENERAL INSTRUCTIONS

An Excel spreadsheet is provided for each month of the school year. Please remember the following:

1. Complete the top section of the form filling in the County, School, Counselor, and Month.You will also need to type in the dates on the "Date Line"

2. Click on the colored, monthly tabs at the bottom of the screen to move from month to month.3. Enter daily time for each counseling activity. Calculate time to the nearest quarter hour. (.25, .50, .75, 1.00)4. The spreadsheet will only let you enter your daily time. It will not let you enter any information in the gray

or black areas or in the Counselor Responsibility section.5. Save all changes. Time will automatically calculate a running total of daily, weekly, monthly, and

annual use of time in each category except the major categories (Direct Counseling, Indirect Counseling,Non-Counseling, Other, Leave)

6. Be as honest and accurate as possible. Log exactly what you are doing, not what you think you should be doing. This tool is to collect data for problem solving, not problem finding, and to provide documentation for you to use as needed.

7. When you save the log, save to desktop to easily access your daily log.8. The spreadsheet will print on 8 1/2 x 11 paper, landscape setting.9. Check with your county supervisor to see if she/he requires you to share your log and the frequency of

this exchange.10. It is suggested that you e-mail your monthly and end of year data to Barbara Ashcraft at

[email protected]

mailto:[email protected]

WEST VIRGINIA DEPARTMENT OF EDUCATION

SCHOOL COUNSELING LOG

EXPLANATION OF CATEGORIES

Responsive services may be provided in a direct format through individual and group counseling, including crisis counseling, or indirectly through consultation, peer facilitation or outside referral. Frequently dominated by presenting student issues or school building, community and parental concerns, responsive services may address peer pressure, conflict resolution, family relationships, personal identity issues, grief and loss, suicide, child abuse, substance abuse, school dropout prevention and motivation and achievement concerns. The responsive services provided by the school counselor for students with a severe crisis are usually short term and temporary in nature with the school counselor's area of responsibility being to refer the student to an appropriate community resource/agency, and to serve in a consultative capacity between the resource/agency and the school to assure consistent delivery of services. The school counselor may also assume a major role in developing and serving on a school/community crisis response team.” Also, under responsive services you would log anytime you ‘response’ to any school staff, parent, community, state or educational agency in relationship to specific student’s academic, career and personal/social development needs. This would include ‘responding’ to phone calls, letters, and other inquires about students.

4.13. Program audit. A program audit refers to the assessment of the school counseling program on the components of the American School Counselor Association National Model; the primary purpose for collecting information is to guide future action within the program and to improve future results for students. WV school counselors are asked to conduct a program audit at least annually in order to determine school program needs and devise action steps to continue to align programs with Policy 2315 and improve program outcomes.

determine effectiveness of various school counseling program activities.

implementing counseling-related events such as orientation and transition programs, financial aid workshops, career and college planning processes, developmental guidance activities, preventive-focused programs and other student-centered activities. It also includes counselor’s time spent ‘researching’ effective best practices or other available programs to deliver to students or practices for effectively working with students and other program management and operation activities that establish, maintain and enhance the total school counseling program.

The systems support component consists of the professional development, consultation, collaboration and teaming. It might include facilitating discussions on school improvement based on examination of data that impacts the success of various groups of students. This includes planning

Lines 9 through 21 refer to Direct Delivery of Counseling Program and require no explanation.

Line 22 refers to the following excerpt 5.3. of Policy 2315 Responsive services.“The responsive services component consists of activities to meet students' immediate needs.

Line 24 refers to the “School Counseling Program Audit” as per Policy 2315

Line 25 “Program Accountability” refers to counselor time used to review, collect, and analyze data to

Line 26 “Program Management/Research” refers to time used by counselor for developing and

Lines 27 through 30 refers to Policy 2315 5.4. Systems support.

and delivery of professional development activities for the school faculty and staff, as well as, the counselor’s participation in professional development. This may also include presentations to parents, community members and other stakeholders in education and participation as a team member on a school counseling team, advisory council, and other educational teams that benefit students.

Advocacy refers to the active support of causes, ideas or policies that promote and assist student academic, career, personal/social needs. One form of advocacy is the process of actively identifying under-represented students and supporting them in their efforts to perform at their highest level of academic achievement.

These are described as any activity or duty not related to the development, implementation, or evaluation of the counseling program. The log specifically identifies common areas counselors report spending time doing. This allows you to identify the actual percent of time you are spending in the areas of clerical, administrative, and other.

Line 47 is for official Personal and Sick Leave. Line 49 is designed specifically for counselors who travel from school to school to allow you to document the amount of time you spend traveling each day. The purpose of this section is to separate this time from your actual work day to give an accuratepercentage of time you spend in each category.

Line 31 refers to Policy 2315 4.1. Advocacy

Lines 33 through 45 refers to Policy 2315 4.11. Non-counseling activities.

Lines 46 through 49 refers to leave and travel time.

COUNSELOR LOGCounty of: Caseload:

School Name(s): School Counselor: Number of schools served:

Month of:

Date Time Use Time Use

Time Time Time Time Time Time Time Time Time Time Time Time Time Time Time Time Time Time Time Time Time Time Time Month to Date Year to Date

Counselor Responsibility Hours Percent Hours PercentDirect Counseling 0.00 #DIV/0! 0.00 #DIV/0!

Individual CounselingAcademic 0.00 #DIV/0! 0.00 #DIV/0!

Career 0.00 #DIV/0! 0.00 #DIV/0!

Personal/Social 0.00 #DIV/0! 0.00 #DIV/0!

Group CounselingAcademic 0.00 #DIV/0! 0.00 #DIV/0!

Career 0.00 #DIV/0! 0.00 #DIV/0!


Classroom GuidanceAcademic 0.00 #DIV/0! 0.00 #DIV/0!

Career 0.00 #DIV/0! 0.00 #DIV/0!


Responsive Services 0.00 #DIV/0! 0.00 #DIV/0!Indirect Counseling 0.00 #DIV/0! 0.00 #DIV/0!

Program Audit 0.00 #DIV/0! 0.00 #DIV/0!

Program Accountability 0.00 #DIV/0! 0.00 #DIV/0!

Program Management/Research 0.00 #DIV/0! 0.00 #DIV/0!

System SupportPresentations/Consultations 0.00 #DIV/0! 0.00 #DIV/0!

Team Mtgs/Advisory Boards 0.00 #DIV/0! 0.00 #DIV/0!

Professional Development 0.00 #DIV/0! 0.00 #DIV/0!

Student Advocacy 0.00 #DIV/0! 0.00 #DIV/0!

Counseling Log 0.00 #DIV/0! 0.00 #DIV/0!Non-Counseling Activities 0.00 #DIV/0! 0.00 #DIV/0!

Clerical 0.00 #DIV/0! 0.00 #DIV/0!

Administrative DutiesTest Coordination/Admin 0.00 #DIV/0! 0.00 #DIV/0!

Master Sched/Bal. Class., etc. 0.00 #DIV/0! 0.00 #DIV/0!

Discipline 0.00 #DIV/0! 0.00 #DIV/0!

Covering for Administrators 0.00 #DIV/0! 0.00 #DIV/0!

Coordinate IEP's, SAT's, etc. 0.00 #DIV/0! 0.00 #DIV/0!Other

Covering Teachers Classes 0.00 #DIV/0! 0.00 #DIV/0!

Study Hall, Lunch/Bus Duty 0.00 #DIV/0! 0.00 #DIV/0!

Attendance Management 0.00 #DIV/0! 0.00 #DIV/0!

Other 0.00 #DIV/0! 0.00 #DIV/0!

Daily Time 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 #DIV/0! 0.00 #DIV/0!

Leave/Travel 0.00 #DIV/0! 0.00 #DIV/0!

Sick/Personal Leave 0.00 #DIV/0! 0.00 #DIV/0!

Travel 0.00 #DIV/0! 0.00 #DIV/0!

CALCULATE TIME TO THE NEAREST QUARTER HOUR Rev.08-08

COUNSELOR LOGCounty of: Caseload

School Name(s): School Counselor: Number of Schools Served

Month of:





Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!





Program Mngmt/Research 0.00 #DIV/0! 0.00 #DIV/0!


Team Mtngs/Advis. Boards 0.00 #DIV/0! 0.00 #DIV/0!





Administrative DutiesTest Coordination/Admin. 0.00 #DIV/0! 0.00 #DIV/0!

Master Sched./Bal. Class., etc. 0.00 #DIV/0! 0.00 #DIV/0!







Other 0.00 #DIV/0! 0.00 #DIV/0!




Travel 0.00 #DIV/0! 0.00 #DIV/0!

CALCULATE TIME TO THE NEAREST QUARTER HOUR Rev. 08-08



Month of:





Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!




















Other 0.00 #DIV/0! 0.00 #DIV/0!


Leave/Travel 0.00 #DIV/0! - #DIV/0!


Travel 0.00 #DIV/0! 0.00 #DIV/0!




Month of:





Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!

Personal/Social 0.00 #DIV/0! 0.00 #DIV/0! Classroom Guidance

Academic 0.00 #DIV/0! 0.00 #DIV/0!

Career 0.00 #DIV/0! 0.00 #DIV/0!




















Other 0.00 #DIV/0! 0.00 #DIV/0!




Travel 0.00 #DIV/0! 0.00 #DIV/0!




Month of:





Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!




















Other 0.00 #DIV/0! 0.00 #DIV/0!


Leave/Travel 46.00 100.00% 46.00 100.00%

Sick/Personal Leave 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 23.00 50.00% 23.00 50.00%

Travel 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 23.00 50.00% 23.00 50.00%




Month of:





Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!




















Other 0.00 #DIV/0! 0.00 #DIV/0!


Leave/Travel 0.00 #DIV/0! 46.00 100.00%

Sick/Personal Leave 0.00 #DIV/0! 23.00 50.00%

Travel 0.00 #DIV/0! 23.00 50.00%




Month of:





Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!




















Other 0.00 #DIV/0! 0.00 #DIV/0!


Leave/Travel 0.00 #DIV/0! 46.00 100.00%


Travel 0.00 #DIV/0! 23.00 50.00%




Month of:





Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!




















Other 0.00 #DIV/0! 0.00 #DIV/0!


Leave/Travel 0.00 #DIV/0! 46.00 100.00%


Travel 0.00 #DIV/0! 23.00 50.00%




Month of:





Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!




















Other 0.00 #DIV/0! 0.00 #DIV/0!


Leave/Travel 0.00 #DIV/0! 46.00 100.00%


Travel 0.00 #DIV/0! 23.00 50.00%




Month of:





Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!




















Other 0.00 #DIV/0! 0.00 #DIV/0!


Leave/Travel 0.00 #DIV/0! 46.00 100.00%


Travel 0.00 #DIV/0! 23.00 50.00%




Month of:





Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!



Career 0.00 #DIV/0! 0.00 #DIV/0!




















Other 0.00 #DIV/0! 0.00 #DIV/0!


Leave/Travel 46.00 100.00% 92.00 100.00%

Sick/Personal Leave 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 23.00 50.00% 46.00 50.00%

Travel 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 23.00 50.00% 46.00 50.00%


Documents

Copy of Counselors Log Template Rev 0808081