Beyond Scheduling: Back-to-School Tasks for School Counselors
You’re overwhelmed with schedule changes, emails, and balancing classrooms. So was I.
However, here are a few things I completed before the school year that my future self is always grateful for.
Caseload Details Spreadsheet:
Before the school year, I organized my caseload details in a Google spreadsheet. Managing your caseload information in a Google Spreadsheet can be a helpful way to keep track of student data, progress, and communication. Here are the critical components for my spreadsheet:
Organize Tabs by Grade or Class: If you work with multiple grade levels or classes, create separate tabs within the spreadsheet for each group. This will help you stay focused on specific groups and avoid clutter. I also included email addresses for parents and guardians, creating a quick listserv for emails.
Tab for Students with 504 Plans and IEPs: Adding due dates and meeting times helped me prepare for meetings and track communication with parents and teachers.
Communication Log: Keep a log of all communication with parents, teachers, or other staff members regarding specific students. Include the date, method of communication, and a brief summary of the discussion.
Welcome Communication to Families:
Send welcome letters to families at the beginning of the school year. Introduce yourself, share your role as a school counselor, and provide contact information. Also, offer relevant back-to-school information.
Format Ideas:
Postcard
Email
Robocall
(My go-to was a newsletter emailed out to families.)
Ensure the school counseling website and social media profiles are updated. Include details about your role, the counseling team, available resources, and how families can reach out for support.
I know you’re busy, but try participating in open house events or organizing a meet-the-counselor night. Use this time to connect with families, showcase your counseling office, and provide information about your counseling program.
In cases where it's appropriate and feasible, consider conducting home visits to connect with families in a more personal setting.
504 Plans Prep:
In my school district, I was a 504 case manager. Although this is a non-counseling duty, I strived to do my best for my students and families. Here are the steps I took before the school year started:
Review and Update 504 Plans: Before the start of the school year, review all existing 504 Plans and ensure they are up-to-date. Contact parents/guardians ASAP to plan a meeting if they still need to be updated.
Communication with Parents: Establish open lines of communication with parents of students with 504 Plans. Keep them informed about their child's progress, any changes to the plan, and available resources or support. I would send an email to the families introducing myself again and my role as the 504 case manager.
Teacher Collaboration and Communication: Collaborate with teachers to ensure they understand each student's accommodations and can implement them appropriately in the classroom. Please ensure that this communication is documented.
Annual Agreement Form with Principal/ Admin-Pair:
The annual agreement, a nationally recognized model by ASCA, facilitates collaboration between counselors and school administrators, ensuring alignment on program plans and objectives. This was a great way to share my goals and passions with my principal for the year. Here are the benefits:
Clarity and Alignment: The agreement establishes clear goals, expectations, and roles for the school counseling program. This alignment ensures that the counselor's efforts align with the school's mission and vision.
Administrative Support: By involving the administration in the process, the counselor gains their support and commitment to providing the necessary resources and assistance for the program's success.
Data-Driven Approach: The agreement encourages data collection and analysis, fostering a data-driven approach to counseling. This helps in assessing the impact of the program and making data-informed decisions.
Professional Development: Requesting resources for professional development allows counselors to stay updated with best practices and enhance their skills, ultimately benefiting students.
Advocacy: The agreement serves as a tool for advocating for the school counseling program's importance and needs to the broader school community, including parents and school board members.
Collaboration: Involving the administration in the agreement process fosters collaboration between counselors and school leaders, strengthening the overall support system for students
As stated, these are just a few back-to-school tasks for school counselors outside of obvious scheduling.
What are some other tasks that you do before the school year?
