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Practical Tools for School Counsellors

Documentation Toolkit for School Counsellors

Updated 2026-10-30 · By Meera Manikandan, Counselling Psychologist, Counseld · Free

Ready-to-use forms, five rules for good records, and an easier way to keep it all. Read online, print a single form, or download the whole toolkit.

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The paperwork side of school counselling, made simple

Good records protect students, your school and you. This toolkit gives you five rules to keep every record factual and safe, then four tools that follow a student from the first concern to your everyday records.

Inside this toolkit

  1. Five rules of good records (WORDS): write it the same day, only what’s needed, record decisions, describe don’t diagnose, safety comes first.
  2. Teacher referral form: a one-minute slip for worried teachers.
  3. Student intake form: the basics and the student’s story at your first meeting.
  4. Psychosocial check-in: home, school, friends, mood, online and safety.
  5. Document the rest with Counseld: session notes, referrals and reports in one place.

What you’ll find here

  1. Five rules: WORDSFive short rules that keep every record factual and safe
  2. Teacher referral formA one-minute form teachers fill in when they’re worried about a student
  3. Student intake formRecord the basics and the student’s story at your first meeting
  4. Psychosocial check-inGet to know the student’s world: home, school, friends, mood, online and safety
  5. Document with CounseldSession notes, daily log, referrals and reports, all in one place

How to read the labels

Evidence checkWhat published research says, in plain words, with its limits.
From practiceA practical suggestion that is widely used, but not tested in studies as written.
Check locallyRules differ by school, board and state. Confirm before relying on it.

About the author

Meera Manikandan is a Counselling Psychologist and the founder of Counseld, a workspace and community built by a school counsellor, for school counsellors. Sources for every evidence claim are on the references page.

Counseld Documentation Toolkit · Not a substitute for supervision, school policy or legal advice.

Get the printable toolkit

All 9 pages as a print-ready PDF: the WORDS rules, the teacher referral slips, the intake form and the psychosocial check-in. Free.

Download the PDF