Organization and Management: Providing Direction for Your School Counseling Program Frank J. Phinney, M.Ed., LPC, NCC, NCSC School Counselor Zachary High School E-mail: frank.Phinney@zacharyschools.org Phone: (225) 658-7307

Organization and Leadership… Functional Office Space Prioritizing Task Yearly Calendar Monthly Calendar Weekly/Daily Flex-Scheduling Leadership ASCA Model Teamwork Barriers/Breaking Barriers Leadership Top Ten List

Organization: Time to Kondo Remove the Clutter Workable stacks is one thing...

Organization: Remove the Clutter REMOVE materials that are underutilized & outdated items, REPLACE with tools that are current & relevant Questions to ask yourself: Do I USE that…? Do I NEED those…? Do I EVER refer to…? KEEP your desks & filing cabinets clean & organized Questions to ask yourself: What CAN I consolidate What CAN I destroy What CAN the Dust Fairy do… NOTHING! REDUCE, REUSE, & RECYCLE

Organization: Remove the Clutter ACTUAL COUNSELORS OFFICE… KIDDING, BUT YOU GET THE POINT!

Organization: Remove the Clutter PERFECTION… SO MAYBE THIS IS MY OFFICE, JUST SAYIN!

Organization: Remove the Clutter WHY IS THIS IMPORTANT? Portrays Professional Image – the stakeholders feel less stressed and/or have more confidence in your abilities Provides Functional Environment – you get more done when unnecessary items are not in your way Pattern of Pro-Activity – when you have a clutter free environment you can focus on present & future task

Organization: Office Set-up Furniture Placement is CRITICAL to the counseling relationship! Things to be mindful of: Get from BEHIND your desk! Think SOLER Sit Squarely, Open Posture, Lean In, Eye Contact and Relax Our offices come in all shapes & sizes (janitor closets to condemned T-buildings) Do the best you can with what you have!

Organization: Remove the Clutter WHY IS THIS IMPORTANT? You are a SCHOOL COUNSELOR Body Language & Non-Verbal's can either be your greatest asset or your greatest detriment; the advantage you are provided is YOU decide how this looks! Sometimes we can not control the way a day unfolds or the task we are given that preclude us from being most effective… SO CONTROL THE THINGS YOU CAN!

Organization: Prioritizing Task In hopes to remain SANE with ALL the task that you must accomplish is: DETERMINE PRIORITY LEVEL When applying a priority level consider/ask the following: COMPLETION date is it realistic in regards to time to accomplish TIME to accomplish task will always determine completion date PURPOSE of task is this something you should be doing STAKEHOLDERS involved who the person is can impact priority regardless of other criteria

Organization: Prioritizing Task DETERMINING PRIORITY LEVEL: Franklin Covey’s ABCD Model: A – Important and Urgent Tasks Proactive (Assessing At-Risk Students) Mandatory (Superintendent needs data for board meeting) B – Important but NOT Urgent Tasks Active Tasks (Weekly meetings with At-Risk students) Assist in fulfilling your daily functionality C– Longstanding task do not require immediate attention Beneficial and Expand functionality Not necessarily task but something to PREVENT, i.e. Crisis Situations D – Delegated Task Require follow-up

Organization: Prioritizing Task ABCD (continue): As the deadline approaches for tasks remember their priority level also shifts. Example: IGPs and academic planning are not an immediate task, however are important. In August they are a level C, however as the year progresses their completion moves to an A.

Organization: BREAKOUT Prioritize the following tasks: Work on updating IGP’s Work on organize testing Scheduling guidance lessons Principal needs data for tomorrow’s principals meeting Organizing filing system Collect needs assessments for group counseling Report an abuse situation to OCS Network with feeder schools to improve transition Data analysis of most recent guidance lesson and report to stakeholders the results Schedule a counseling referral

Organization: The Calendar! Your BEST FRIEND… THE CALENDAR!!!!!

Organization: Prioritizing Task The Yearly Calendar This is the BIG PICTURE! Foundation of everything you do! Includes the MUST DO items such as: IGP’s Testing At-Risk Groups Guidance Lessons Scheduling Drives the monthly and daily schedules Share with leadership team for input and availability

Organization: Prioritizing Task The Monthly Calendar Includes items set in yearly calendar Allows for adjustment due to unscheduled events, i.e. special speakers, weather days, etc. Should be distributed to all members of school staff

Organization: Prioritizing Task The Daily Calendar Where the “Rubber Meets the Road” Utilize “flex-scheduling” – simply meaning it is a workable document Idea of addressing situations the exhibit: greater need and urgency that arise Benefit of having daily calendar include: Commitment to be somewhere means less intrusion on the task you have prioritized Gives a better handle on how your day unfolds… provides sense of ACCOMPLISMENT! Should be reviewed each afternoon before leaving… Know what is ahead and expect no surprises!

Organization: Practical Tips Digital is nice but ANALOG is better – I use Outlook for appointments (reminders to phone when away from desk) Using a planner helps to focus on week ahead and budgeting of time Plan your week on Friday gives you a chance to see the week ahead and ensures you do not overlook early week obligations Still in work mode – doesn’t interfere with weekend/down time Keep to your schedule – learn when to say no and make priority to work within parameters you have set

ORGANIZATION DISCUSSION

Management starts with LEADERSHIP

Leadership: ASCA Model ASCA National Model defines roles: Professional School Counselors (PSC) collaborate with many stakeholders to ensure a quality school counseling program. Administrators provide support for the organization, development and implementation… encourage counselor and teacher cooperation… recognizes importance of [each participant’s] role in implementing the school counseling program.

Leadership: ASCA Model What does the research say? Emphasis on student achievement challenges the notion that principal's are the sole leader in a school (Janson, 2008). Janson (2008) also noted additional research that indicated that a leadership model that empowers and utilizes the skills and knowledge of all professionals on a school campus serves as a catalyst to improve student achievement (Halverson, 2003; Leithwood, Seashore Louis, Anderson, Wahlstrom, 2005)

Leadership: ASCA Model Research (cont.): Chata & Loesch (2007) indicated that research reveals the effectiveness of a school counseling program is largely determined by the principal's provision of support. This serves as the basis for ASCA recommendation of principals and PSCs working as a team toward the common goal of assisting students’ in all areas where they may need assistance (Chata & Loesch, 2007).

Leadership: Barriers What barriers exist? Mallory & Jackson (2007) indicated potential barriers: Training: received before ASCA Model Inappropriate duties: lack of understanding by administrators of professional competencies of PSCs Perception of PSCs: Communication on our part is necessary

Leadership: Breaking Barriers What can be done to break the barriers? Self-Advocacy Adherence to Professional Standards Contribute to School Environment PSCs must learn how to discuss student development and provide data to support their assertions (Hardesty & Dillard, 1994).

Becoming a Leader Discuss the following: What leadership qualities do you possess? What is preventing you from taking more of a leadership role?

Partners in Success: Top Ten At Zachary High School we have gone to great lengths to ensure the PSC is directly involved in a leadership role and a collaborative partnership with the administrative team. School Counselor Magazine (Nov/Dec 2006), Covington & Grant provided a Top Ten List of why PSCs should be involved in leadership activities.

Leadership: Top Ten List #1 Visibility “Presence” is Fundamental Teachers, students and parents have to see you as leader #2 Availability Counselor as advisor rather than chairperson Engage in efforts directly related to student achievement

Leadership: Top Ten List #3 Extension of Leadership Team Shared Philosophy and Passion = Buy-In for Entire school! PSCs when in partnership with Administration can have dramatic impact #4 Knows the Trends Front Lines – knows student perceptions Communicates to administration student concerns Assists new teachers with effective strategies

Leadership: Top Ten List #5 Big Picture Perspective Solution-Focused approach to problem solving “Changing Climate” partnership ensures we assist our students & their families access resources #6 Decision-Making Skills Assimilate information, process information and make decisions on the data Data-Driven decision-making – influence school policy, learning strategies, etc.

Leadership: Top Ten List #7 People Skills Inherent in who we are as counselors: communicators and listeners Principals are bombarded with information and request to see them… serve as first line of defense! #8 Coordination and Follow-Up Skills Do this every day for our students… Apply these skills globally: school improvement plans and presenting data to stakeholders

Leadership: Top Ten List #9 Leadership Skills PSCs by position are seen as leaders within the school and community Utilize this to develop and nurture other leaders #10 Principals Need Our Help Roles and Expectations are ever- changing Principals need leaders willing to step to the task… Gone are the days of the “Counselor in a Closet!”

Contact Information: Frank J. Phinney, M.Ed., LPC, NCC, NCSC School Counselor Zachary High School E-mail: frank.phinney@zacharyschools.org Phone: (225) 658-7307