Session notes for school counsellors — Session notes drafted for you, between bells.
More time for students, less time on paperwork
Audio deleted once processed · AI runs in Australia · you finalise every note
Sound familiar?
What gets in the way for school counsellors.
Limited Time
Cramming documentation into short breaks between student sessions.
High Caseloads
Supporting hundreds of students with minimal admin time allocated.
Incident Reports
Mandatory reporting requires immediate, precise documentation — every word matters. State-specific thresholds (VIC PROTECT, NSW MRG, QLD Student Protection) add complexity.
Welfare Concerns
Documenting welfare concerns, risk assessments, and mandatory reports.
How it works
From the session to a finished note, in four steps.
Rather see it first? Try the two-minute demo.
- 01 Choose how you’re working
In the room with your student, by telehealth, dictating afterwards, or uploading a recording.
- 02 Record
No transcript scrolls on screen, so your attention stays where it should. The audio is deleted once it is processed. If it can’t upload, it stays on your device to retry.
- 03 Pick your note
Choose one of the templates for school counsellors below, or your own. One recording can make several notes.
- 04 Check and finalise
Edit anything, then finalise it. Nothing is final until you say so.
Templates
The template library, filtered for school counsellors.
Pick one to see its sections, or browse every template. You can also build your own, with your headings and detail level.
Showing 12 of 65 templates for school counsellors
- Clinical NotesDAP NoteStreamlined three-part format favoured in mental health, counselling, and psychotherapy. The Data section combines what the client reported with what you…
- Clinical NotesStructured Session Note (BIRP/GIRP/PIRP)Unified structured session note covering BIRP (Behaviour), GIRP (Goals), and PIRP (Problem) formats. The AI selects the appropriate framing based on your…
- Clinical NotesProcess NoteDetailed narrative account of the therapeutic process, including therapist reflections and clinical observations.
- Clinical NotesSession NoteGeneral-purpose session documentation suitable for a wide range of clinical and allied health encounters, including therapy sessions and treatment sessions.
- Clinical NotesInitial AssessmentComprehensive intake assessment covering presenting concerns, history, risk, and treatment goals.
- Clinical NotesCase NoteBrief, narrative-style note for routine case management, contact records, and inter-agency coordination. Lighter than a full session note — captures who you…
- Clinical NotesTelehealth ConsultationDocumentation format adapted for telehealth and phone consultations. Captures the technology used, identity verification, environment safety, consent for…
- Clinical NotesWelfare Concern RecordDocumentation for welfare concerns, safeguarding observations, and duty of care reporting.
- Clinical NotesPsychosocial AssessmentComprehensive assessment of psychosocial factors including living situation, supports, and barriers.
- Clinical NotesGroup Session NoteDocumentation for group therapy and group program sessions with participant-level observations.
- Clinical NotesCrisis Intervention RecordDetailed record of an acute crisis contact — what triggered the presentation, the de-escalation approach used, risk assessed at the time, and the safety plan…
- Clinical NotesComp. Suicide Risk AssessmentDetailed suicide risk formulation covering ideation, intent, plan, and protective factors.
Show all 65 templates
- Clinical NotesNeuroaffirming Session NoteSession documentation for neurodiversity-affirming therapy, capturing sensory state, energy levels, masking load, and progress framed as self-understanding and…
- Clinical NotesChild Therapy Session Note (Brief)Brief session note for child therapy including play-based and developmental observations, suitable for shorter sessions.
- Clinical NotesChild Therapy Session Note (Comprehensive)Comprehensive child therapy note with detailed developmental, behavioural, and family observations for complex cases.
- Clinical NotesPROC NoteFive-part psychotherapy progress note format that is structured around an explicit, stated session objective and goal-attainment review. Captures the client's…
- NDISTransition Planning ReportNDIS transition planning for key life stages (school leaver, moving to SIL, ageing) covering gap analysis, stakeholder input, and milestone timelines.
- Therapy ModalitiesCBT Session NoteCognitive Behavioural Therapy session note with thought records, behavioural experiments, and homework.
- Therapy ModalitiesACT Session NoteSession note grounded in Acceptance and Commitment Therapy. Tracks work across the six hexaflex processes — defusion, acceptance, present-moment contact…
- Therapy ModalitiesIFS Session NoteInternal Family Systems session note documenting parts work, unburdening, and Self-leadership.
- Therapy ModalitiesCFT Session NoteSession note in the Compassion Focused Therapy framework. Documents work with the three affect-regulation systems (threat, drive, soothing), self-criticism and…
- Therapy ModalitiesDBT Session NoteDialectical Behaviour Therapy session note covering mindfulness, distress tolerance, emotion regulation, and interpersonal skills.
- Therapy ModalitiesEMDR Session NoteSession note for EMDR therapy structured around Shapiro's eight-phase protocol. Tracks target memory, negative and positive cognitions, SUDS and VOC ratings…
- Therapy ModalitiesNarrative Therapy SessionNarrative Therapy note focusing on externalising conversations, re-authoring stories, and identifying unique outcomes.
- Therapy ModalitiesSFBT Session NoteSolution-Focused Brief Therapy note utilising the miracle question, scaling questions, and exception finding.
- Therapy ModalitiesPlay Therapy SessionChild-centered play therapy note documenting play themes, toys used, and child-therapist interaction.
- Therapy ModalitiesArt Therapy SessionArt therapy session note focused on creative expression, media used, and symbolic processing.
- Therapy ModalitiesMotivational InterviewingMotivational Interviewing note tracking change talk, sustain talk, and readiness for change.
- Therapy ModalitiesInterpersonal Therapy (IPT)Interpersonal Psychotherapy note focusing on grief, role disputes, role transitions, or interpersonal deficits.
- Therapy ModalitiesGrief and Loss Session NoteSession note for grief and bereavement counselling including loss details, grief responses, and therapeutic support.
- Therapy ModalitiesTrauma-Focused CBT (TF-CBT) Session NoteStructured session note for Trauma-Focused CBT with children and adolescents, covering PRACTICE components.
- Documents & LettersProfessional Letter / CorrespondenceUnified professional letter template for referrals, GP correspondence, school letters, employer letters, and provider emails. The AI adapts content and…
- Documents & LettersClient Session SummaryWarm, client-friendly summary of the session for the client's reference.
- Documents & LettersTreatment Plan SummaryFormal treatment plan document covering diagnoses, biopsychosocial formulation, treatment goals (with measurable indicators), proposed interventions, expected…
- Documents & LettersClinical Supervision RecordRecord of clinical supervision session documenting case review, skill development, and self-care.
- Documents & LettersPeer Supervision RecordRecord of peer consultation or group supervision sessions — capturing the cases discussed (de-identified), reflections and feedback received, learning points…
- Documents & LettersCritical Incident ReportFormal reporting of a serious incident, responding actions, and organisational notification.
- Documents & LettersNeuroaffirming School Support LetterStrengths-based letter for schools describing how a student learns best, classroom adjustments, and communication preferences organised by context.
- MDT / HospitalMDT Meeting MinutesMulti-disciplinary team meeting minutes documenting case discussions, decisions, and action items.
- MDT / HospitalCase Conference NoteStructured case conference note for multi-provider meetings about an individual client. Captures attendees and roles, the case formulation discussed, agreed…
- MDT / HospitalFamily Meeting NoteDocumentation for family meetings involving consent for information sharing, shared decision-making, and family dynamics observations.
- EducationIEP/ILP Progress NoteIndividual Education/Learning Plan progress note documenting goal achievement and adjustments.
- EducationStudent Progress ReportFormal progress report for parents, school leadership, or external providers. Captures the student's starting point, goals or targets, progress since the last…
- EducationNCCD Evidence RecordEvidence record for the Nationally Consistent Collection of Data on School Students with Disability (NCCD). Documents the imputed disability category, level of…
- EducationClassroom ObservationStructured classroom observation capturing the context of the lesson, the student's engagement and behaviour over time, peer interactions, work output…
- EducationBehaviour Incident ReportBehaviour incident record covering antecedents, the behaviour itself (described objectively), consequences, response by staff, impact on others, follow-up with…
- EducationParent Meeting SummarySummary of a parent or carer meeting — who attended, what was discussed, decisions or agreements reached, follow-up actions and timelines, and any concerns…
- EducationSchool Counselling SessionCounselling session note adapted for the school context. Captures presenting concerns, the conversation and intervention, mood and risk where relevant, agreed…
- EducationSchool Group Program NoteSession note for school-based group programs — social skills, anxiety management, friendship, resilience, and similar curricula. Captures group composition…
- EducationSSG Meeting MinutesStudent Support Group meeting minutes documenting collaborative planning for students with additional needs.
- EducationFunctional Behaviour AssessmentStructured Functional Behaviour Assessment (FBA) documenting behaviour patterns, antecedents, and functions.
- EducationBehaviour Support Plan ReviewReview meeting notes for an existing Behaviour Support Plan — progress, adjustments, and next steps.
- EducationRestorative Practice ConferenceNotes from a restorative justice conference or circle addressing harm and rebuilding relationships.
- EducationRe-entry / Return MeetingRe-entry meeting record for a student returning from suspension, exclusion, or extended absence. Captures attendees, the student's reflections, supports and…
- EducationCareer Counselling SessionSession note for career counselling interviews covering aspirations, pathways, and action planning.
- EducationSubject Selection / Pathways MeetingRecord of a subject-selection or pathways meeting with the student and/or parents. Captures interests and strengths, post-school goals (university, VET…
- EducationAttendance Follow-up RecordDocumentation of attendance concern follow-up conversations with students and/or families.
- EducationStudent Welfare ReviewWelfare review meeting notes documenting concerns across academic, social, and personal domains.
- EducationStudent Check-in NoteLightweight check-in note for short, scheduled or drop-in wellbeing conversations. Captures the focus of the conversation, mood and any risk noted, what…
- EducationTransition Support NoteDocumentation for students transitioning between schools, year levels, or from primary to secondary.
- EducationSchools Therapy / Allied Health SessionSession note for allied health professionals (OT, speech, psychology) working within school settings.
- EducationSchools Case Conference / Parent MeetingRecord for school-based case conferences and parent meetings involving multiple staff and/or external providers.
- EducationSchool Recommendations ReportReport providing recommendations for a student to the school, covering classroom strategies, accommodations, and support needs.
- Assessment ReportsSafety PlanStanley-Brown style safety plan for clients at risk of suicide or acute crisis. Documents personal warning signs, internal coping strategies, social…
- Assessment ReportsChild/Adolescent Intake Assessment (with Parent/Carer)General intake assessment for children and adolescents covering presenting concerns, developmental history, family context, and treatment planning — suitable…
Also included
More for school counsellors.
Quick Dictation
Dictate notes between sessions. No recording of students required.
Session Notes
AI generates appropriate documentation for student counselling sessions.
Welfare Documentation
Templates for welfare concerns, risk assessments, and safety planning.
Wellbeing Assessments
Send validated assessments to students and track wellbeing over time.
Parent Communication
Document parent meetings and generate communication summaries.
Referral Letters
Generate referrals to external services with appropriate information.
Privacy
Built for student records.
- Audio deletedonce processed; if it can’t upload, it stays on your device to retry
- AI runs in Australiaand your records are stored here
- You choosehow long transcripts are kept, from 1 day to 1 year
- You decideevery note is a draft until you finalise it
Questions
What school counsellors ask before they start.
Do I need to record student sessions?
No. Use dictation mode to record your own voice summarising the session after the student leaves. This is more appropriate for school settings.
Does it meet Department of Education requirements?
Our templates are designed to meet general documentation standards. Always check your specific state/department requirements.
Can I use it for mandatory reporting documentation?
Yes. Templates include welfare concern documentation that captures required information. Always follow your school's mandatory reporting procedures.
Is student data secure?
Absolutely. Clinical records and session audio are encrypted and stored in Australia. No audio or text is used for AI training.
How does the dual record system work for school counsellors?
School counsellors often maintain separate counselling records from school files. Grounded Scribe supports this — keep detailed clinical notes in your secure account while generating summary records suitable for school files.
Try it on your next session.
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