1 School Guidance and Counseling Services, Elementary, Middle, and High School This regulation implements School Board Policy 651, School Guidance and Counseling Services, Elementary, Middle, and High School, and the requirements of Virginia law and the Standards and Regulations of the Virginia Department of Education relating to the provision of guidance and counseling services to public school students. I. Goal of Comprehensive School Guidance and Counseling Programs. The ultimate goal of a Comprehensive School Guidance and Counseling Program is to complement and support the state Standards of Learning to ensure that all students in pre-k through grade 12 receive support in academic, career, and personal/social development. The Prince William County Public Schools (PWCS) Comprehensive School Guidance and Counseling Program is a collaborative effort with parents, teachers, administrators, and other school and community members to foster, promote, and improve student success and achievement in our schools. In conjunction with the Office of Student Services, each Prince William County Public School shall establish a Comprehensive School Guidance and Counseling Program which is based on the Virginia Department of Education Standards for School Counseling Programs in Virginia Public Schools and the American School Counseling Association (ASCA) National Model. The Standards for School Counseling Programs in Virginia Public Schools reflect the progression of the student s growth throughout the pre-k through grade 12 school experience, and are organized by grade level and comprised of the following three domains: A. Academic Domain includes academic counseling, which assists students and their parents in acquiring knowledge of the curriculum choices available to students, planning a program of studies, arranging and interpreting academic testing, and seeking post-secondary academic opportunities. This domain also focuses on achieving goals and assisting students in understanding the relationship of academics to the world of work, and to life at home and in the community. B. Career Domain includes career counseling, which helps students acquire information and take actions relative to work, jobs, apprenticeships, and postsecondary educational and career opportunities.
2 Page 2 C. Personal/Social Domain includes personal/social counseling, which assists students to develop an understanding of themselves, the rights and needs of others, and to resolve conflict and define individual goals reflecting their interests, abilities, and aptitudes. Students are also assisted in understanding and acquiring personal safety skills. Such counseling may be provided either in (i) groups in which generic issues of social development are addressed, or (ii) through structured individual or small group multi-session counseling which focuses on the special concerns of the participant. II. Components of the Comprehensive School Guidance and Counseling Program Each school s Comprehensive School Guidance and Counseling Program shall: A. Include a mission statement developed in collaboration with parents, teachers, and other individuals, which is intended to promote the academic, career, and personal/social development of all students. B. Provide a school counseling curriculum consisting of structured developmentally appropriate activities and lessons presented by K-12 professional school counselors in collaboration with other professional educators, based on developmental needs and the PWCS K-12 School Counseling Curriculum. Classroom instruction, interdisciplinary curriculum development, group activities, parent workshops, and instruction shall be used to implement the curriculum. C. Provide systematic individual student planning designed to help students establish goals and develop future plans. This may be done through individual or small group appraisal and advisement and/or developmentally appropriate individual planning activities intended to help students acquire the skills necessary to plan, monitor, and manage their learning, appraisals, curriculum, and academic planning. The involvement of students, parents/guardians, and teachers in the planning process is critical. 1. Annual meetings shall be conducted with students beginning their seventh grade year to develop and revise academic plans, appraisals, curriculum, and academic planning. 2. School counselors shall work with students to advise them on personal, educational, and occupational goals. Advisement consists of using personal/social, academic, and career information to help students plan personal/social, academic, and career goals.
3 Page 3 D. Provide responsive services that address students immediate needs and concerns and are delivered through prevention and intervention activities, such as individual/small group counseling; consultation with parents, teachers, and other educators; referrals; peer facilitation; and crisis counseling. Types of responsive services include: 1. Individual/group counseling to assist students in resolving or coping with personal/social, academic, career, and developmental concerns. 2. Consultation and collaboration with parents, teachers, and community organizations to provide resources that enhance and/or address the needs of students, such as the Olweus Bullying Prevention Program, Healthy Communities Healthy Youth, Character Education, and Safe at Home/Safe Alone programs. 3. Crisis counseling, which involves prevention, intervention, and follow-up services to help support students and families in emergency situations. Referrals may be made as appropriate to community resources to intervene in crisis situations such as suicide ideation, violence, abuse, depression, etc. These referral sources include, but are not limited to, mental health agencies, juvenile services, and other social and community services. E. Be managed in an organized and clearly defined manner which ensures that: 1. The program is reflective of student and school needs as determined by data and is effectively implemented to achieve the goals of the guidance and counseling programs. Management agreements shall be approved by each school principal prior to the beginning of each school year to serve as a guide to school counselors and administrators for determining the amount of time their program should devote to each of the four components of the delivery system, and to assure that no less than 60% of each school counselor s time will be devoted to direct service counseling of students. 2. Each school has an advisory council of stakeholders (school counselors, parents, students, teachers, administrators, community representatives) appointed to review counseling program results and to make recommendations.
4 Page 4 3. Action plans for closing the achievement gap are prepared in a cohesive manner to include a means of evaluating and monitoring students success. 4. A master calendar is developed which informs parents, teachers, students, and administrators of school counseling activities. F. Provide accountability measures which ensure the collection and utilization of data that links the program to student achievement and progress, and the use of such data in program decision-making to effect change within the school and to guarantee that all students receive the benefits of the school counseling program. III. Student Participation A Comprehensive School Guidance and Counseling Program is designed to meet the needs of all students and to be inclusive, preventive, and developmental in nature. Parents may opt-out their child(ren) from personal/social counseling to which they object. A. Parents have the option to withdraw their child(ren) from the personal/social portion of the Comprehensive School Guidance and Counseling Program by obtaining an opt-out form from the school counseling office or by printing the opt-out form (Attachment I) and returning it to the school counselor. This request should be appropriately filed in the student s educational record, and school counseling staff should be advised of student non-participation. B. Opt-out requests shall not transfer from school to school. Parents must initiate an opt-out request each time a student changes schools. C. The opt-out provision excludes short duration personal/social counseling which is needed to maintain order, discipline, or a productive learning environment. In such situations, affirmative parental consent is not required. IV. Requirements and Procedures A. Notification to Parents Parents shall receive annual notification about their student s Comprehensive School Guidance and Counseling Program which will include the information regarding the following:
5 Page 5 1. Purpose and description of the Comprehensive School Guidance and Counseling Program, 2. Student participation and parental consent, 3. Counseling practices, 4. Confidentiality and maintenance of personal/social counseling information and records, 5. Review of materials used in the Comprehensive School Guidance and Counseling Program at the child s school, and 6. Procedures by which parents may limit their child s participation in such program. B. Review of Guidance and Counseling Materials Materials used with students in the Comprehensive School Guidance and Counseling Program shall be made available for parent review and comment through arrangement with the school counselor. The selection and review of such material shall be in compliance with Regulation 653-4, Evaluation and Selection of Instructional Materials. C. Meeting with the School Counselor A student meets with the school counselor when he/she requests a meeting; parents/teachers, administrators, and other school staff members refer the student or the school counselor initiates contact. D. Consent for Counseling 1. As noted in Section III of this Regulation, parents may opt-out their child(ren) from counseling to which they object. Parental consent shall not be required for any counseling which is needed to: a. Maintain order, discipline, or a productive learning environment, b. Respond to a crisis situation where there exists an immediate threat to the health and safety of the student or others, c. Determine progress with a student who has previously participated in individual or group counseling, and d. Meet with a student who is suspected of being abused or neglected, as provided by Va. Code
6 Page 6 2. Parental permission shall be obtained when it has been determined that a student would benefit from meeting with the school counselor to address issues that are impeding a student s progress in school. 3. A student may be included in small group counseling without parental consent when the school counselor and the appropriate administrator have documented attempts to contact the parent and the parent has not responded. E. Procedures for Obtaining Parental Consent Parental permission forms for group (Attachment II) or individual counseling (Attachment III) shall be sent to parents and include the following: 1. Purpose and goals of the group/individual counseling; 2. Name of group, if applicable; and 3. Number and length of counseling sessions. F. Counseling as a Related Service Counseling as a related service shall be provided by school social workers per Regulation 763-1, School Social Work Services and school psychologists per Regulation 761-1, Psychological Services. G. Long-term/Intensive Counseling 1. School counselors shall refer parents to an appropriate agency or private mental health care provider for long-term intensive counseling. A resource list of those agencies or mental health providers available in the community will be maintained by the Office of Student Services and provided to each school counselor. 2. School counselors shall consult with and/or work collaboratively with outside counselors who are conducting long-term intensive counseling services for students, when warranted.
7 Page 7 H. Confidentiality of Student-Disclosed Information and Personal/Social Counseling Records V. Staffing Counselors shall comply with Regulations 651-2, Confidentiality of Student- Disclosed Information, and 790-2, Disclosure/Access to Student Educational Records. Records of personal/social counseling shall be kept separate from a student s educational records and shall not be disclosed to third parties without prior parental consent, or as otherwise provided by law. In accordance with the Standards for Accrediting Schools in Virginia and Standards of Quality, each school counselor must possess an earned master s degree in school counseling from an approved school counselor education program and meet Virginia requirements for licensure. The minimum staffing according to the level of school and student enrollment shall meet the requirements of Va. Code and 8 VAC A. Elementary Each elementary school shall have at least one full-time school counselor for the first 500 students and shall provide one hour per day of counseling for each additional 100 students or major fraction thereof. Elementary schools with enrollments greater than 549 students will need additional counseling services. The itinerant school counselor will be assigned to a school for each.20 full-time equivalent budgeted. B. Middle Each middle school shall have at least one full-time school counselor for the first 400 students and shall provide one additional period of counseling for each additional 80 students or major fraction thereof. C. High Each high school shall have at least one full-time school counselor for the first 350 students and provide one additional period of counseling for each additional 70 students or major fraction thereof. The Standards of Accreditation, 8 VAC , state that each secondary school with 350 or more students and each middle school with 400 or more students shall employ at least one member of the school counseling staff for 11 months. School counseling shall be provided for students to ensure that a program of studies contributing to the student s academic achievement and
8 April 2010 Page 8 meeting the graduation requirements specified in 8 VAC is being followed. Standards of Quality :2, Standard 2, Instructional, administrative, and support personnel, states that counselors in elementary schools, one hour per day per 100 students, one full-time at 500 students, one hour per day additional time per 100 students or major fraction thereof; guidance counselors in middle schools, one period per 80 students, one full-time at 400 students, one additional period per 80 students or major fraction thereof; guidance counselors in high schools, one period per 70 students, one full-time at 350 students, one additional period per 70 students or major fraction thereof. The Associate Superintendent for Student Learning and Accountability (or designee) is responsible for implementing and monitoring this regulation. The Associate Superintendent for Student Learning and Accountability (or designee) is responsible for reviewing this regulation in PRINCE WILLIAM COUNTY PUBLIC SCHOOLS
9 Attachment I Regulation SCHOOL COUNSELING SERVICES OPT-OUT FORM Complete and return this form only if you DO NOT want your child to participate in personal/social components of the school counseling program. An opt-out request will become effective from the day it is received by the school and will remain in effect for the duration that your child is enrolled at his/her present school, unless the opt-out request is rescinded in writing by his/her parent or legal guardian. Opt-out requests will not transfer from school to school. A new opt-out form will need to be completed each time your child changes schools. I am requesting that my child, in personal/social counseling that is provided by his/her school., not participate I understand that parental or legal guardian permission is not required for personal/social counseling and/or crisis intervention that is needed to maintain order, discipline, or a productive learning environment. Signature of Parent or Legal Guardian Student s Name: Student s School: Please Print Please Print
10 Attachment II Regulation (School Letterhead) Parent Permission Letter for Small Group Counseling Dear Parent: I am currently offering a (name of group) group which will be conducted in (number and length of counseling sessions). The goal of this group is: (goal). If you would like your child to participate in this group, please complete the form below and return to me by (date). If you do not want your child to participate in this group, please check the appropriate line below, sign, and date. If you have any questions, please call (telephone number) between (time) a.m. and (time) p.m. Sincerely, School Counselor I give permission for in the to participate group. Parent Signature I do not give permission for in the to participate group. Parent Signature
11 Attachment III Regulation Dear Parent: (School Letterhead) Parent Permission Letter for Short-term Individual Counseling Sessions I am currently offering a (individual counseling session) which will be conducted in (number and length of counseling sessions). The goal of these individual sessions is: (goal). If you would like your child to participate in these sessions, please complete the form below and return to me by (date). If you do not want your child to participate in these sessions, please check the appropriate line below, sign, and date. If you have any questions, please call (telephone number) between (time) a.m. and (time) p.m. Sincerely, School Counselor I give permission for in the to participate individual sessions. Parent Signature I do not give permission for in the to participate individual sessions. Parent Signature
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