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RECORD AND
DOCUMENTATIONFahmi
Gowsalya
Sofah
S.Dharsiga
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Written, taped, computerized
Confdential
Do not leave records around whereby others have
access to read them
n!ormation ac"uired used !or the purpose o!
program planning !or the pupils in the record
#ecords are used to $eep trac$ on the development
o! the students% behaviour, academic, achievement
RECORD AND DOCUMENTATION
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record in!ormation in an ob&ective,
!actual manner
identi!y clearly personal impressions,
observations and hypotheses as their
view
describe behaviour, avoiding the use o!
undefned and'or unnecessary
ad&ectives
Counselors need to:
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ma$e and initial their own entries and record
in!ormation in a timely manner
note and initial any subse"uent alterations oradditions, leaving
the original entry legible and
intact, and never erase, delete, or whiteout, etc.
be brie!, but ensure in!ormation is su(cient to
support continuity o! the counselling service
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)asic in!ormation
name, date o! birth, address, telephone
number
name o! parent'guardian and'or contact
person
reason !or re!erral'visit
Maintenance of records
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date o! contact, length, name*s+ o! all present
counselling in!ormation su(cient to $eep
trac$ o! counselling issues and progress
correspondence written, telephone, email
record o! consultations regarding client,
including telephone calls and emails
• Record of each professional contact
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- dditional in!ormation as pertinent to
the counselling relationship% eg. copies
o!/
assessment reports prepared by the counsellor,
third party in!ormation, consultation notes, case
con!erence notes
consent !orms
copy o! outside re!errals
relevant outside agency reports
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0upils have rights o! access to theircounselling records.
0arents'guardians do not have an absolute
right to $now all the details o! their child1scounselling. 2ach
re"uest !or access !rom aparent'guardian should be evaluated on
a3need to $now4 basis. Disclosure to others
o! in!ormation
ACCESS TO RECORDS
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ll personal in!ormation used to ma$e adecision about a student
must be retained!or at least one year a!ter its use.
5ransitory notes need not be stored and areto be destroyed
shortly a!ter the events towhich they relate occur.
STORAGE AND DISOSA!
