Counselor Productivity
Systems & Tools for counselors
Electronic Credit Summaries
I created electronic summaries to help counselors complete transcript audits and identify which graduation requirements students still needed. The credit summary automatically calculates credits based on the grades entered and highlights failing grades (including grade averaging for the counselor to easily see what their student needs.
The information from the individual credit summary also populates back into the roster tab so that the counselor also has a big picture view of where their students are at. The individual credit summary also is hyperlinked to the counselor tab to make it easy for the counselor to find which student they are looking for.
Counselor Log
To keep track of meetings with students and how long I met with them, I used my counselor log. When I scan the student's ID, it automatically populates the time they arrive. When I scan the student's ID again, it automatically populates the time they left. Then it calculates the total time I spent with the student. It also has a place where I can select what I met with the student about and if they were referred out for other services.
Course Selection
During the pandemic we had to be extremely creative with our course selection. I created course selection guides and forms for each grade level.
The guide helped students determine the correct courses they should select. This data was then shared with counselors in a google sheet. The counselors were easily able to input courses based on what students selected in their form.
Registrar Requests
The constant emails back and forth with the counselors and registrar came with a multitude of issues. It was difficult to track a request and led to confusion of what was done.
I was able to streamline this system by using a google form and google sheets. The counselor submits their request through the google form and the registrar checks off the tasks as they are complete. If the registrar has a question or concern, she can directly email the counselor from the google sheet.
The counselor receives an automated email once it is complete that they can use for the records as well as check the completion status on the google form.
This form was also used to track CBE scores and college transcripts that were mailed or sent through TREX
Counselor Calendar
To keep track of what our counseling team does year to year including events and tasks, I created the counselor calendar. This google doc was updated constantly and allowed the counseling team to plan out our school year. It also helped us advocate to our admin, how much time was being spend on other activities outside of counseling. We shared a limited view with staff as well so that they could see what the counselors were working on.
Counselor QR Code Posters
Students were often unsure of who their counselor was and how to get in touch with them. I created these posters that were posted around the school to give students easy access to their counselor. The QR code sends an email directly to that counselor.
Teacher Toolkit
This was a handout I created for teachers during our beginning of the year counselor presentations. It is a quick guide to help teachers identify when and how to contact a counselor based on student needs and/or behavior,