rec report counsellors

8/20/2019 Rec Report Counsellors

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KEY QUESTIONSKEY QUESTIONS

What do I record?

How much do I record?

Where do I record? How long do I keep information?

What information can I share?

To whom can I share information? How do I decide what is

condential and what is shareable?


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THE BIG PICTURETHE BIG PICTURE

Cumulativele

PupilSupport le

outhCriminal !ustice le

IEP

BIPITP

ResourceReports

Clinician

ReportsCounselling Reports

Counsellor’sCasenotes

Clinician’sCasenotes

Counsellor’sCaseload

Record

Teacher’sMark book

Teacher’sDaily Record


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CASE NOTES – style and formatCASE NOTES – style and format

Write "our notes with the e#pectationthat others will read them with acritical e"e$

%on&t alter the record after the fact$Strike out the comment and replace itwith correction$

'e as specic and precise as possible$ (ocus on ob)ective* observable

behaviours and statements$

+void )argon or diagnostic labels$


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Include

Client&s name

%ate ,eferral information -from* to.

Interagenc" contacts and results

/ther contacts and results Signature of counsellor

CASE NOTES – a!"#ro$ndCASE NOTES – a!"#ro$nd


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Presenting problem or concern 0ain points or main issues discussed ,elevant information on interventions

1ong2term3short2term goals Indications of progress Plans3&homework& +ctions taken

+ppendices -e$g$* drawings* letters* tests.

TH4 ,4C/,% SH/51% SH/W TH+T,4+S/6+'14* 4THIC+1 ST4PS H+74 '446T+846

CASE NOTES – !ontentCASE NOTES – !ontent


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SA%P&ESA%P&ECONIDENTI!" CO#N$E""IN% REERR!"Date& '''''''''''''''''''''''''' $tudent Na(e& ''''''''''''''''''''''''''''''''''' ST+T5S9 CRITICAL Urgent as soon as possibleIs the student a)are o* this re*erral+ yes no

Re*erral by&

sel*

peer na(e'''''''''''''''''''''''''''

teacher na(e'''''''''''''''''''''''''''

ad(inistrator na(e'''''''''''''''''''''''''''

parent na(e''''''''''''''''''''''''''' other na(e'''''''''''''''''''''''''''

!RE! O CONCERN&!cade(ic school achie,e(ent school lea,ing attendance

course change-ti(etable study skills

sub.ect area concern

test taking preparation

scholarships

post/secondary re0uire(ents

Beha,iour

classroo(

returning *ro( suspension social skills

(ediation

Career

(aking a career-educational choice

C1OICE$-Bridges-Career Cruising-in,entory session

resu(e )riting

port*olio

Personal

stress

*riendship

social-e(otional

2nances-(oney

health

con3ict resolution sel*/estee( ho(e relations peer pressure

gang (ental health

)eightse4uality

housing

!buse

harass(ent

bullying

physical

e(otional

se4ual

,erbal

drug-alcohol-substance

sel*

Other& '''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''' !dditional in*or(ation&'''''''''''''''''''''''''''''''''''''''''''''''' Notes& see re,erse side

''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''


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GENERA& GUI'E&INES (ORGENERA& GUI'E&INES (OR

PRO(ESSIONA& IN(OR%ATION SHARINGPRO(ESSIONA& IN(OR%ATION SHARING

P4,S/6+1 in*or(ation C+6 be shared underthe *ollo)ing circu(stances& 5ith )ritten consentOR

To a,ert or (ini(i6e i((inent danger to the healthor sa*ety o* any personOR

To report a child )ho (ight need protection underthe Child Welfare Act

OR 5here organi6ations that are sub.ect to IPP! are

in,ol,ed in a co((on progra( or integrated ser,iceOR

:,4461I:HT


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)!ont*d+)!ont*d+

P4,S/6+1 in*or(ation C+6 be sharedunder the *ollo)ing circu(stances&

By Order o* the Court

OR !s under the Youth Criminal Justice Act 7Canada8

to *acilitate the rehabilitation o* a young person

OR To cooperate )ith a police and-or child )el*are

in,estigation

:,4461I:HT


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)!ont*d+)!ont*d+

%enerally H4+1TH in*or(ation C+6 be shared i*the situation (eets at least ONE o* the *ollo)ing&

5ith )ritten consentOR

To a,ert or (ini(i6e i((inent danger to the health orsa*ety o* any person

OR To report a child )ho (ight need protection under the Child

Welfare Act

OR By Order o* the CourtOR

To a person )ho is responsible *or pro,iding continuingtreat(ent and care to the indi,idual 7need not be a *or(alhealth ser,ices pro,ider8

:,4461I:HT


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)!ont*d+)!ont*d+

In the *ollo)ing circu(stances obtain(ore in*or(ation and-or get ad,ice *ro(a super,isor9 consultant or la)yer&

Consent is not pro,ided or re*used but there

(ay be a health or sa*ety issue *or anyindi,idual or groups

To report cri(inal acti,ity to police7pursuant to IPP!8

5here there is a de(and or re0uest toproduce in*or(ation *or a legal proceeding 5hen a pro*essional code o* ethics (ay

li(it disclosure

-ELLO.

LIGHT


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)!ont*d+)!ont*d+

In*or(ation can 6474,

be shared i* there is& ! legislati,e re0uire(ent barring

disclosure

No consent and no need to kno) noro,erriding health-sa*ety concerns

Consent but no need to kno) nor

o,erriding health-sa*ety concerns

RED

LIGHT


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LEGISLATIONLEGISLATION

The Public Schools +ct -PS+. The 4ducation +dministration

+ct -4++.

The (reedom of Information andProtection of Privac" +ct -(IPP+.

The Personal Health Information

+ct -PHI+. The outh Criminal !ustice +ct

-C!+.


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T/ A,t1 ,or a ran ofT/ A,t1 ,or a ran of

i111 r%atin to 1,/i111 r%atin to 1,/

&attr1 a1***&attr1 a1***

The pupil le

+ccess to pupil les ,efusal of access to pupil

les T"pes of information that

ma" or must be kept


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T/ 3Gid%in1 on t/ RtntionT/ 3Gid%in1 on t/ Rtntion

and Di1o1ition of S,/oo%and Di1o1ition of S,/oo%

Dii1ion5 Di1tri,t R,ord16Dii1ion5 Di1tri,t R,ord16

School boards must have a writtenpolic" concerning9

retention and destruction of records

securit" provisions

decision making re9 access re;uests


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T/ 3Gid%in1 on t/ RtntionT/ 3Gid%in1 on t/ Rtntion

and Di1o1ition of S,/oo%and Di1o1ition of S,/oo%

Dii1ion5 Di1tri,t R,ord16Dii1ion5 Di1tri,t R,ord16 (,ont7d)(,ont7d)

School boards must have a writtenpolic" concerning9

process and procedures forculling of les

procedures for condentialdestruction of information

le transfer


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4ver" schooldivision3district toappoint an


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PUPIL 8ILESPUPIL 8ILES%enition9

+ record or collection ofrecords respecting a pupil&s

attendance* academic

achievement and otherrelated matters in the

possession or control of aschool board$


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.HAT SCHOOLS DO.HAT SCHOOLS DO

The school is authoriAed tocollect information that

relates directl" to whatschools do$

Schools provide educational

programs and servicessupporting the pupil&seducational progress$


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CUMULATI9E 8ILE COMPONENTCUMULATI9E 8ILE COMPONENT

Standard or routine informationthat schools have on all pupils

'ehavioural misconductinformation includingsuspensions3e#pulsions

Child custod"* guardianshipagreements or orders

Home3school communications


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(,ont7d)(,ont7d)

Cross2reference listing identif"ingthe location of all information abouta pupil that is held b" the school

division3district ,esults of tests administered to most

students

IndividualiAed 4ducation Plan and3orHealth Care Plan* and3or 'ehaviouralIntervention Plan and3orIndividualiAed Transition Plan


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(,ont7d)(,ont7d)

5p2to2date notations or referralsto3contacts with e#ternal agencies

+dmission advisement concerningwhether the student has used or is

continuing to use social serviceps"chological3ps"chiatric orcounselling resources


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PUPIL SUPPORT 8ILEPUPIL SUPPORT 8ILE

COMPONENTCOMPONENT 4#ists for some students

Information about a student

ma" be held in more than onelocation if a s"stem of cross2referencing in place

%etailed documentation aboutthe provision of resourceservices from within or outsideof the school division3district


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PUPIL SUPPORT 8ILEPUPIL SUPPORT 8ILE

COMPONENT (,ont7d)COMPONENT (,ont7d)

/ngoing health3ps"cho2social3 counselling information

School clinician reports 3correspondence 3 logs 3 notes

,esults of specialiAeddiagnostic tests

Service provider reports


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SCHOOL COUNSELLINGSCHOOL COUNSELLING

CASE 8ILES COMPONENTCASE 8ILES COMPONENT E4ists *or so(e students O*ten cross/re*erences )ith clinical reports Ongoing counselling in*or(ation 72le not

re0uired *or one/ti(e only counsellinge,ents8 Indicates re*errals and consultations Includes su:cient in*or(ation to allo)

(onitoring and e,aluation o* ser,ices andti(elines by counsellor Includes rele,ant details to support student’s

needs


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CASELOAD RECORDSCASELOAD RECORDS

Considered e0ui,alent to a teacher’s dailyrecord

Indicates daily acti,ities 7e;g;9 classroo(

guidance sessions9 career cruising9 (ediation*or single e,ent9 suspension transitioning8 $ho)s planned e,ents-sessions *or upco(ing

day-)eek-(onth

Does NOT contain con2dential in*or(ation<(ay contain na(es o* counsellees that oughtto be shared only on a =need to kno)’ basis


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CHI&' PROTECTION,CHI&' PROTECTION,

SUSPICION O( ABUSE REPORTSSUSPICION O( ABUSE REPORTS

!re NOT retained !t the school In the support 2le In the school counselling case 2les In the caseload records

because the report is based on an e,ent orsuspicion that (ay be un*ounded

The report is stored securely andcondentially with the schooldivision oce as per division policy.


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The informationThe informationcomprising the pupilcomprising the pupil

support le and thesupport le and theschool counsellingschool counselling

case les should becase les should besecuresecure


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+ll recorded informationabout a pupil that iseither generated or

received b" schooldivision3district staB is

in the custod"* or underthe control of the

school division3district


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ACCESS AND PRI9AC-ACCESS AND PRI9AC-

Parent* guardian* or pupilStaB access9

To the e#tent that theinformation is necessar"to assist in the

educational progress orschooling of the pupil


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RE8USAL TO ACCESSRE8USAL TO ACCESS

! school board (ay re*use to pro,ide accessto all or part o* a pupil 2le )here disclosurecould reasonably be e4pected to&

cause unreasonable invasion of privac"of a third part"

be detrimental to the education of thepupil

cause serious ph"sical or emotionalharm to the pupil or another person or

be in)urious to the enforcement of anenactment or the conduct of aninvestigation under an enactment

7P$! >?;@7?88


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+pplication must+pplication mustbe made forbe made for

access to recordsaccess to records

+ccess ma" be+ccess ma" be

denied underdenied under

certain conditionscertain conditions


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ACCESS AND PRI9AC-ACCESS AND PRI9AC-

5nder the PS+* an emplo"eecompetent to interpret the

information in the le mustbe made available to assistan" parent or pupil who has

been granted access to apupil le


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'ISCUSSION'ISCUSSION

Distinction bet)een cu(ulati,e 2les9 pupilsupport 2les9 cri(inal youth .ustice 2les9clinical 2les9 counselling 2les9 caseload

records and resource teacher plans !ccess to 2les A P$! legislation ,s IPP!

legislation $haring con2dential in*or(ation A =need to

kno)’ *or personal progra((ing andsa*ety

our conte4t


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(OR (URTHER IN(OR%ATION(OR (URTHER IN(OR%ATION

Contact 9

1orna 0artin

lormartinDgov$mb$ca-@E. FG2F

or

J KEE @K@2KEF* e#t$ F
mailto:[email protected]:[email protected]

rec report counsellors

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