School Counseling Monthly Data Reports

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Every May, I create a data report that includes all the things I have done during the school year, and I use this data to create goals and to drive my program forward. If you missed my 3 part data series, you can check out those posts here:

Needs Assessments, Evaluation Methods, and Data, Oh My! Part I: Data Collection

Needs Assessments, Evaluation Methods, and Data, Oh My! Part II: Data Interpretation

Needs Assessments, Evaluation Methods, and Data, Oh My! Part III: Setting & Evaluating Goals

This year, I decided not to wait until the last month of school to collect and examine my data. I’ve been keeping monthly reports on my school counseling duties, which keeps me accountable, gives my principal information on what I’m doing, and offers direction for my program goals. {I also keep a weekly log of my duties, which I will share in a future post.}


My monthly spreadsheet {which I am happy to share with anyone who wants it} contains information on my individual sessions, small group sessions, classroom lessons, and parent contact. As you can see below, October was a busy month!

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To create this report, I go back through my case notes and appointment log {see my post on how I schedule sessions for more info on how I keep track of it all}, then I transfer that data to the spreadsheet. This gives me and my principal a clear view of how my time was spent during each month. This will be particularly helpful in the months I am assigned non-counseling duties, such as my role in testing, because the reports will show that my time with students and parents was limited.

To take this information to another level, I created monthly infographics as well. I used Piktochart to create these {which is free!}. In addition to the information in my spreadsheet, I also included a breakdown of direct versus indirect services. Yes, I know that according to ASCA, parent contact would be considered an indirect service because I am not interacting with the students, but I think this way of dividing things would be easier for an administrator to understand {since they typically think of “direct contact” as interactions with students and/or parents}. This is just what worked for me in my particular school, so feel free to adjust your way of presenting data to tailor your specific situation 🙂

Here are my infographics for the month of October:

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I will still be creating my more detailed yearly report, but having monthly data on what I am doing {even if it is limited} has been very helpful this year. Again, this is just what works for me, but feel free to reach out to me if you want my spreadsheet or any other information on how I created these reports!


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27 thoughts on “School Counseling Monthly Data Reports

  1. Ashley Wyckoff says:

    I LOVE the information that you posted here on this page. I would really like to have the monthly spreadsheet that you use to generate this report. I am an elementary school counselor in Tulsa, OK and I think that your blog is EXTREMELY helpful.

    Like

  2. Lauren Joyner says:

    I would also love a copy of your spreadsheet when you have time. This looks like a tool that would be really helpful. Thank you so much!

    Lauren

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  3. Andrea Cseh says:

    I would love a copy of your spreadsheet and monthly reports to use. I am the only school counselor for a PK-8th grade school and I serve all 645 students. I find I struggle greatly to keep on top of it all and I’ve wanted to find a way to show my productivity. This sounds perfect! I love the pie chart too!
    Thanks – Andrea

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  4. Marla Hatch says:

    I would love this spreadsheet as well. I will be at two different schools and feel like this would be helpful. Thanks

    Like

  5. Melissa Ferguson says:

    Just found your blog today! Love it! I would love a copy of your spreadsheet! I can tell you are going to be a great resource for me :). I just finished my first year as a school counselor and am looking forward to some major prep work this summer!

    Like

  6. Paige says:

    Thank you so much for all of this helpful information. I am headed into my second year and am accessing any helpful resources. And wow! This is wonderful! Would you mind sharing this spreadsheet with me? Thank you!

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  7. Myra Brann says:

    I just came across this right now. Love it! Awesome way to show data. I am a fairly new counselor at a very needy campus, with 600+ students. This year I will be the only one there. Would you please share your documents with me? myelibrann@gmail.com
    Thanks in advance!

    Like

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