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Monthly career counsellor agendas

A clear checklist for each month of the school year, written for three roles: middle school Grades 5-6, middle school Grades 7-8 and high school Grades 9-12/13.

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How to use

How the agendas work

Each month has a task list for each counsellor role. Together they keep the career programme on track and make sure evidence is kept.

The agendas below cover August to December, which is the first semester. Common threads run through every month:

a minimum of 20-25 individual student meetings
regular updates to student files, profiles and tracking systems
one career presentation or workshop and one Career Talk each month
follow-up on teacher and parent referrals
updates to the Career Room, noticeboard and career webpage
a monthly report with evidence

Editable agendas for the full year are available on request.

August

August: set-up month

Middle School Counsellor, Grades 5 to 6

Career counsellor assignment confirmed
Annual Career Plan prepared
Annual Career Calendar prepared
Career room prepared
Student lists and database updated
Student career files opened
Career counselling introduction programme prepared
Age-appropriate career awareness activities prepared
Career assessment schedule prepared
Parent introduction and communication prepared
Teacher introduction and communication prepared
Career website or noticeboard updated
Monthly reporting system prepared
September activities scheduled
Implementation evidence uploaded

Middle School Counsellor, Grades 7 to 8

Career counsellor assignment confirmed
Annual Career Plan prepared
Annual Career Calendar prepared
Career room prepared
Student lists and database updated
Student career profiles and files updated
Career counselling introduction presentations prepared
Career interest and career-cluster exploration programme prepared
Career assessment schedule prepared
Subject-choice guidance activities prepared
Parent introduction and communication prepared
Teacher introduction and communication prepared
Career talks, workshops and workplace exposure activities planned
Monthly reporting system prepared
September activities scheduled
Implementation evidence uploaded

High School Counsellor, Grades 9 to 12/13

Career counsellor assignment confirmed
Annual Career Plan and Annual Career Calendar prepared
Career room prepared
Student database and tracking system updated
Individual student career files updated
Career assessment programme prepared by year group
Career counselling introduction presentations prepared
Grade 9-10 career and subject exploration programme prepared
Grade 11 university and career preparation programme prepared
Grade 12/13 university applicant tracking lists prepared
School Profile updated
CEEB and College Board accounts verified
Common App process verified
UCAS account and process verified
Other university application systems checked where applicable
Predicted grades process confirmed
Recommendation and reference letter process confirmed
University application deadlines calendar prepared
Parent, student and teacher communication prepared
Career talks, university webinars, fairs and university visits planned
Website and career page updated
Monthly reporting system prepared
September activities and student meetings scheduled
Implementation evidence uploaded

September

September: launch month

Middle School Counsellor, Grades 5 to 6

Career counselling introduction sessions for all classes
Explain the role of the Career Counsellor and the Career Room
Student career files reviewed and updated
Baseline information collected on interests, strengths and hobbies
First career awareness activities delivered
Career assessment programme introduced where applicable
Minimum 20-25 individual student meetings started
Priority and support students identified
Parent career counselling introduction shared
Teacher briefing and cooperation started
First monthly career presentation or workshop delivered
First Career Talk or guest speaker activity organised
Career noticeboard and website updated
October activities prepared
September monthly report and evidence submitted

Middle School Counsellor, Grades 7 to 8

Career counselling introduction sessions for all classes
Student career profiles reviewed and updated
Exploration of interests, strengths, skills and career clusters started
Career assessment and testing programme started where scheduled
Assessment results recorded in student files
Subject-choice and future study awareness introduced
Minimum 20-25 individual student meetings started
Priority students identified for extra guidance
Parent career counselling briefing provided
Teacher communication and referral system activated
First monthly career presentation or workshop delivered
First Career Talk or professional guest speaker organised
Career-related clubs, competitions and opportunities shared
Career website and noticeboard updated
October activities prepared
September monthly report and evidence submitted

High School Counsellor, Grades 9 to 12/13

Career counselling introduction sessions for all grades
Student career profiles and 360-degree files reviewed and updated
Interests, strengths, academic profile and career goals recorded
Career assessment programme started by year group
Minimum 20-25 individual student meetings conducted
Priority and high-support students identified
Grade 9: career and subject exploration started
Grade 10: career-cluster and academic pathway review started
Grade 11: university, course and career exploration started
Grade 12/13: individual university application meetings started
Year 12/13 applicant tracking system updated
University and course shortlists reviewed with applicants
Application deadlines calendar shared
Common App, UCAS and other application accounts checked with students
Personal Statement and College Essay preparation started where applicable
Recommendation and reference letter process started
Predicted grade process monitored
SAT, ACT, IELTS, TOEFL and other testing plans reviewed where applicable
Parent university and career guidance briefing provided
Teacher communication and student referral system activated
First university presentation or webinar organised
First Career Talk or professional guest speaker organised
University fairs, visits, competitions, internships and enrichment opportunities shared
Career website and noticeboard updated
October activities and application priorities prepared
September monthly report and evidence submitted

October

October: building month

Middle School Counsellor, Grades 5 to 6

Continue individual student career meetings
Complete minimum 20-25 student one-to-one meetings
Update student career files after meetings
Deliver interests, strengths and self-awareness activities
Introduce basic career families and types of jobs
Conduct scheduled career assessment where applicable
Review assessment results with students
Identify students needing extra support
Follow up teacher referrals
Deliver one career presentation or workshop
Organise one Career Talk with a professional or guest speaker
Share age-appropriate extracurricular activities, clubs and competitions
Update Career Room, noticeboard and career webpage
Communicate relevant activities and resources to parents
Review student participation and engagement
Prepare November activities
Submit October monthly report and evidence

Middle School Counsellor, Grades 7 to 8

Continue minimum 20-25 individual student meetings
Update student career profiles and records
Continue exploring interests, strengths, skills and career clusters
Conduct scheduled career assessment
Review and discuss assessment results with students
Connect results with possible career clusters
Introduce links between school subjects and future careers
Begin subject-choice and pathway guidance where relevant
Identify students needing extra guidance
Follow up teacher and parent referrals
Deliver one career skills presentation or workshop
Organise one Career Talk with a professional or guest speaker
Share competitions, projects, clubs, volunteering and career-related opportunities
Introduce career research resources
Update Career Room, noticeboard and website
Prepare November activities
Submit October monthly report and evidence

High School Counsellor, Grades 9 to 12/13

Continue minimum 20-25 individual career and university meetings
Update 360-degree student profiles and individual career plans
Review academic performance, interests, strengths and career goals
Conduct scheduled career assessments and discuss results
Grade 9: continue self-discovery, career clusters and subject-career connections
Grade 10: review career interests, academic pathway and subject choices
Grade 11: begin structured university, course and country research
Grade 11: review extracurricular profile and find gaps
Grade 12/13: finalise university and course shortlists where possible
Grade 12/13: monitor application deadlines
Support Common App, UCAS and other application processes
Continue Personal Statement and College Essay work
Coordinate recommendation and reference letters
Monitor predicted grades and school documents
Review SAT, ACT, IELTS, TOEFL and other exam plans
Identify scholarship and financial-aid opportunities
Monitor early application deadlines where applicable
Update Year 12/13 applicant tracking system
Hold parent meetings and briefings for priority application cases
Coordinate with teachers on applicants and recommendations
Organise at least one university presentation or webinar
Organise one Career Talk or professional speaker session
Share university fairs, open days, competitions, internships, research and enrichment opportunities
Update Career Room, noticeboard and career webpage
Review student progress and priority cases
Prepare November activities and application deadlines
Submit October monthly report and evidence

November

November: review and applications

Middle School Counsellor, Grades 5 to 6

Continue minimum 20-25 individual student meetings
Update student career files and progress notes
Continue self-awareness activities on interests, strengths, values and skills
Introduce career sectors through simple age-appropriate activities
Review assessment results with students where applicable
Connect school subjects with different careers
Identify students needing support or follow-up
Follow up teacher and parent referrals
Deliver one career presentation or workshop
Organise one Career Talk with a professional or guest speaker
Share clubs, competitions, projects and extracurricular opportunities
Encourage students to begin recording achievements and activities
Update Career Room, noticeboard and career webpage
Review participation and engagement data
Prepare December activities
Submit November monthly report and evidence

Middle School Counsellor, Grades 7 to 8

Continue minimum 20-25 individual student meetings
Update student career profiles and action points
Continue career-cluster and career-interest exploration
Review assessment results and discuss suitable career areas
Build understanding of strengths, skills and personal values
Strengthen links between subjects, skills and future careers
Continue subject-choice and pathway guidance where relevant
Introduce basic career research and decision-making skills
Identify profile gaps and development needs
Follow up teacher and parent referrals
Deliver one career skills presentation or workshop
Organise one Career Talk with a professional or guest speaker
Share volunteering, competitions, projects, clubs and enrichment opportunities
Encourage students to build activity and achievement records
Update Career Room, noticeboard and website
Review progress of priority students
Prepare December activities
Submit November monthly report and evidence

High School Counsellor, Grades 9 to 12/13

Continue minimum 20-25 individual career and university meetings
Update 360-degree student profiles and action plans
Review academic progress, interests, strengths and career goals
Review scheduled career assessment results with students
Grade 9: continue career-cluster exploration and personal development planning
Grade 10: review subject choices, academic direction and extracurricular profile
Grade 11: continue university, course and country research
Grade 11: develop preliminary university lists and profile plans
Grade 11: identify internships, competitions, research, volunteering and summer opportunities
Grade 12/13: continue application submissions
Grade 12/13: monitor November and upcoming deadlines
Update Common App, UCAS and other application tracking
Review and improve Personal Statements and College Essays
Coordinate recommendation and reference letters
Monitor predicted grades and transcript preparation
Check standardised test requirements and results
Continue scholarship and financial-aid research
Track application status and outstanding requirements
Hold student and parent meetings for priority applicants
Coordinate with subject teachers and school leadership on applicant cases
Organise at least one university presentation or webinar
Organise one Career Talk or professional speaker session
Share university fairs, open days, internships, summer programmes, competitions and research opportunities
Review student profile gaps before the end of Semester 1
Update Career Room, noticeboard and career webpage
Prepare December priorities and application deadlines
Submit November monthly report and evidence

December

December: Semester 1 close

Middle School Counsellor, Grades 5 to 6

Continue individual meetings and complete priority follow-ups
Update student career files and Semester 1 progress notes
Review interests, strengths, values and skills developed in Semester 1
Run simple career reflection activities
Review assessment results where applicable
Connect classroom learning with real-life careers
Identify students needing extra support in Semester 2
Review teacher and parent referrals
Deliver one career presentation or workshop
Organise one Career Talk or career awareness activity
Share winter and holiday learning, reading and enrichment opportunities
Encourage students to record Semester 1 achievements and activities
Review student participation in career activities
Update Career Room, noticeboard and career webpage
Complete Semester 1 career counselling review
Prepare January and Semester 2 priorities
Submit December monthly report and evidence

Middle School Counsellor, Grades 7 to 8

Continue individual meetings and priority case follow-ups
Update student career profiles and Semester 1 action points
Review career interests, strengths, skills and clusters explored
Review career assessment outcomes where applicable
Evaluate progress in subject-choice and pathway awareness
Run a Semester 1 career reflection and self-evaluation activity
Identify profile gaps and Semester 2 development priorities
Follow up teacher and parent referrals
Deliver one career skills presentation or workshop
Organise one Career Talk or professional guest session
Share competitions, projects, volunteering and holiday enrichment opportunities
Encourage students to update activity and achievement records
Review progress of priority students
Update Career Room, noticeboard and website
Complete Semester 1 career counselling review
Prepare January and Semester 2 activities
Submit December monthly report and evidence

High School Counsellor, Grades 9 to 12/13

Continue individual career and university counselling meetings
Update 360-degree student profiles and Semester 1 action plans
Review Semester 1 academic performance and career development progress
Review career assessment results and development priorities
Grade 9: review self-discovery, career clusters and subject-career understanding
Grade 10: review academic pathway, career interests and extracurricular development
Grade 11: review university and course research and preliminary lists
Grade 11: identify profile gaps and prepare Semester 2 plans
Grade 11: share summer schools, internships, research, competitions and enrichment opportunities
Grade 12/13: continue and finalise applications with December and January deadlines
Grade 12/13: monitor Common App, UCAS and other submissions
Review Personal Statements, essays and supplementary responses
Coordinate outstanding recommendation and reference letters
Check predicted grades, transcripts and supporting documents
Monitor standardised test results and outstanding requirements
Continue scholarship and financial-aid applications
Track offers, interviews, admissions tests and applicant communications
Hold parent meetings for priority applicants where needed
Coordinate with teachers and school leadership on outstanding applications
Organise at least one university presentation, webinar or admissions session
Organise one Career Talk or professional speaker session
Share university fairs, open days, internships, competitions and summer opportunities
Complete Semester 1 review of all Year 12/13 applicants
Identify students needing intensive support in January
Update Career Room, noticeboard and career webpage
Prepare January deadlines and Semester 2 priorities
Submit December monthly report and Semester 1 evidence

Questions

Common questions

Which roles do the agendas cover?

Three roles: the middle school counsellor for Grades 5 to 6, the middle school counsellor for Grades 7 to 8, and the high school counsellor for Grades 9 to 12/13.

How many student meetings are expected?

The agendas set a minimum of 20-25 individual student meetings, starting in September and continuing each month.

What does the high school counsellor track for older students?

Year 12/13 applicant tracking, deadlines, Common App and UCAS accounts, personal statements, recommendation letters, predicted grades and scholarships.

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