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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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GENERA& GUI'E&INES (ORGENERA& GUI'E&INES (OR
PRO(ESSIONA& IN(OR%ATION SHARINGPRO(ESSIONA& IN(OR%ATION SHARING
)!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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GENERA& GUI'E&INES (ORGENERA& GUI'E&INES (OR
PRO(ESSIONA& IN(OR%ATION SHARINGPRO(ESSIONA& IN(OR%ATION SHARING
)!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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GENERA& GUI'E&INES (ORGENERA& GUI'E&INES (OR
PRO(ESSIONA& IN(OR%ATION SHARINGPRO(ESSIONA& IN(OR%ATION SHARING
)!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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GENERA& GUI'E&INES (ORGENERA& GUI'E&INES (OR
PRO(ESSIONA& IN(OR%ATION SHARINGPRO(ESSIONA& IN(OR%ATION SHARING
)!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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CUMULATI9E 8ILE COMPONENTCUMULATI9E 8ILE COMPONENT
(,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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CUMULATI9E 8ILE COMPONENTCUMULATI9E 8ILE COMPONENT
(,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]