Google Forms: Collect and Analyze Data to Advocate for Your School Counseling Program

Many years ago, when I first started as a "Guidance Counselor" (that's what we were called back then), I had a wonderful, forward thinking, district level "Guidance" Coordinator.  She saw the yearly budget battles that each Spring found state legislators discussing cuts to School Counselor, Media, Music, and Art positions and decided to do something about it.  As a proactive individual, she believed in the power of data and was determined to protect the jobs of her Counselors.  She had us start collecting data long before collecting data was in everyone's consciousness.  Our "guidance" logs tracked how our time was spent daily and was then compiled into monthly reports to indicate the amount of time we spent performing direct and indirect services to students.  This data collection helped secure School Counselor positions in every elementary school in our county at a time when many other positions were being cut.   Today logging how we spend our time is more important (and easier) than ever as School Counselors around the country advocate for their positions and the ability to determine how their services are utilized in their schools.

As a member of the Facebook group The Elementary School Counselor Exchange, I have read numerous posts about record keeping, accountability, paperless forms and surveys, and a general feeling of  distress at the misuse of our specialized education, abilities, and skills.  In many schools we are the most expensive lunchroom hostess, hall monitor, or registrar to be found.  We are being asked to perform jobs that do not require a Masters degree in School Counseling, and in so doing are being prevented or severely limited in performing the student-centered services that do.  When you think about it, this makes school districts and administrators very poor stewards of the human resources they have in their School Counselor.  Rather than investing their School Counselor resource in services and programs that can close the achievement gap,  administrators are requiring School Counselors to perform tasks that could easily be performed by any number of reasonably intelligent and responsible adults on campus.

The ASCA National Model clearly outlines the role of the School Counselor and gives examples of what is and is not appropriate usage of a School Counselor's time.  ASCA recommends 80% of a school counselors time be spent in direct and indirect services to students. In situations where the skills and services of the School Counselor are being misused or under utilized, it is even more compelling to provide the data that gives an accounting of how we spend our day.  Because many of the things we do are not visible to the eyes of our administrators or colleagues, there is a great deal of misunderstanding and misinformation about what our job entails. There is also the confidential nature of some of our services that are not readily apparent to those who evaluate us or have the final say in our programming.  Therefore, we are often called upon to do jobs that
actually impair or interfere with the job of being a School Counselor.  This is where Google Forms can help a School Counselor provide the process data needed in documenting how their day is spent.  There is so much more that can be done with Google Forms in terms of perception data too, but for now let's start with how a School Counselor's day is spent.

The Google Form here is a compilation of duties and responsibilities shared with me by my School Counselor colleagues from the Facebook group The Elementary School Counselor Exchange. The variety of  unrelated duties represented in this form have been assigned to School Counselors leaving them, in many cases, without the time or support to pursue relevant school and student needs.   It is my hope that School Counselors can use this form to demonstrate, with data and visual representations of graphs, how their time is being spent, both in an effort to create change and to show progress towards that change.

The link for the Counselor Activity Log above allows you to make a copy so you can make any additions or deletions you want  in order for this form to be more representative of your specific situation.  To make your own copy, first open the above link. You should see the form in the gray version.  Don't edit yet.  Once opened, go to File in upper left corner.  Click on File and you will see Make a copy. Click on Make a copy, then you will be asked to rename the form and click ok.  Next, close my form you just used to make your copy. Now go to your Google Drive and look for the form you just renamed. Also be sure, the word shared  is not beside your form.  Shared means your information is not private.  Next click on the name of your form and you should see the gray version ready for you to make your edits.  Now you are ready to make edits and personalize my form for your usage!

A WORD OF WARNING!
Remember, I made the link to this form public so I could share it with you all.  That means the responses  (if anyone is thinking of just using the link to this form) are public too.  Anyone on the web can see it. So please, do not put student information in the form above before making your own private copy.  Usage of this specific link without copying to your Google drive first will result in your data being recorded in a shared file and anyone on the internet can see your confidential student information.

As you begin making entries to your form, data will be recorded in a spread sheet like this one.  Your Google Drive will have a document titled with the name of your form and the word responses in parentheses. If you want to sort your data, open the responses document, go to Data, click on the column you want to sort and choose sort from A-Z or sort from Z-A.  When you are ready to view your data in graphs, open your form, click on Responses and then Summary of Responses  to view your graphs and data.

Many thanks to the School Counselors who shared their unrelated duties with me for the creation of this form.  It is my hope you will find it useful as you document your daily activities and strive to gain the support you need to bring your program in line with the ASCA National Model.

Do you have a method for recording how you deliver services to students? What have you found most effective for collecting process data and giving administrators an understanding of your job role?

If you are interested in more information about Goolge forms, or how you can quickly and easily create your own, follow this link to my post with step by step instructions, with pictures!