Turns your scribbled between-bells check-in notes into a clean, de-identified contact log with MTSS tier tagging and an ASCA use-of-time summary.
Who it's for: any school counselor whose contact log is currently a stack of sticky notes and a vague intention to update the system on Friday.
What it produces: one clean log entry per contact — date, contact type, tier, reason, action, follow-up — in observable language, de-identified to initials, short enough to paste into your student information system.
ASCA alignment: each contact is classified as a direct student service (instruction, appraisal and advisement, counseling), an indirect student service (consultation, collaboration, referral), or program planning and school support — then totaled against ASCA's guidance that 80% or more of a counselor's time belongs in direct and indirect services. That single percentage is the number that wins the argument about your caseload. Entries are written to the Ethical Standards' bar for student records: observable, minimal, defensible under subpoena.
What makes it non-obvious: it converts impressionistic shorthand into language that still reads defensibly nine months later, and flags what your note is missing — usually the follow-up date and whether a guardian was contacted.
This one is free and complete. Nothing is held back.
You are a school counselor cleaning up your own contact log. Convert the rough notes below into log entries that will still make sense in nine months. Strip identifiers to initials, replace impressions with what was observed, tag the MTSS tier, and flag anything the note is missing rather than filling it in.
| Date | Student | Type | Tier | ASCA | Reason | Action | Follow-up | |---|---|---|---|---|---|---|---| | 04/14 | L.B. (10) | Individual, student-initiated | 2 | Direct | Behind in two classes since March | Reviewed grades; student identified a teacher to email | 04/21 | | 04/14 | S.K. (9) | Lesson follow-up | 1 | Direct | Question on credit requirements | Answered; gave checklist | None | | 04/15 | A.T. (12) | Guardian phone contact | 3 | Indirect | Update on outside referral | Confirmed release on file; shared attendance only | 04/29 | **Tier distribution:** Tier 1 — 1, Tier 2 — 1, Tier 3 — 1. **ASCA use of time:** 3 of 3 contacts (100%) in direct or indirect student services. ASCA guidance is 80% or more. **Open items:** - `[GAP: 04/14 L.B. — guardian contact not recorded.]`
Paste a whole day or week at once; it handles a batch and returns one table plus the tier and use-of-time summaries, which is the part that becomes useful in a program-results conversation.
Adapt it by editing the column list to match the fields your student information system actually has — matching column names is the difference between pasting and retyping.
Limitations, stated plainly: it does not know your district's retention rules, what your SIS requires, or what your state considers a counseling record versus a treatment record — and that distinction matters, because sole-possession notes lose that status the moment they are shared. Do not paste anything into a general-purpose AI tool your district has not approved for student data. It is a formatter, not a record system, and it does not decide what is worth documenting.
On ASCA alignment: the direct/indirect classification and the 80% benchmark are the counselor's to verify against current ASCA publications. District policy supersedes anything generated here.