POLICIES, PROCEDURES & GUIDELINES OF OFFICE OF THE GUIDANCE COUNSELOR OF CITY COLLEGE OF DAVAO

The Office of Guidance Counselor (OGC) is one of the service offices of the City College of Davao. Its goal is to promote inclusiveness and diversity in the school to ensure that all students who are members of the school community can avail the guidance program and services.


The Guidance Program of OGC is designed to help the students discover more about themselves and assist them in developing positive attitudes, skills, and potential so that they become effective members of the community and become successful professionals in the future.


All the services offered by the office are anchored to the mission and vision of City College of Davao. Through well-planned guidance services and interventions, the students will be able to improve their personality, academic performance, social connectedness, and decision-making skills since these are essential components for their success in school life.

ARTICLE I POLICY STATEMENT

Section 1. To maintain a friendly atmosphere and harmonious working relationships with all members of the school community and other stakeholders of the school.

Section 2. To facilitate an activity for students that will promote awareness and keep them well-informed about the Guidance Program and Services.

Section 3. To promote holistic wellness activities such as participating “Mental Health Awareness Month” celebration, encouraging students to spend time for self-care activities, and advocating life balance.

Section 4. To assist students who need psychological interventions, transformation of attitude, behavior modification, and change of perspective in life to clients.

ARTICLE II SCOPE AND COVERAGE

Section 1. The policies and procedures set herein shall apply to all students who are members of the school community.

Section 2. The proposed policies and procedures cover the steps in the guidance program and services to mention: Counseling, Individual Inventory, Placement and Information, Referral and Follow-up, Testing, and Community Extension.

ARTICLE III DEFINITION OF TERMS

1. Counseling. This allows the counselee to develop a deeper understanding of self and the people around him/her. It helps students develop realistic decision-making skills, personal effectiveness, and behavioral change.

2. Referral and Follow-up Service. This aims to facilitate students who want to avail immediate assistance and other services or interventions to address their mental health problem.

3. Testing Service. Helps the clients discover their strengths and weaknesses through the use of readiness assessment and standardized psychological tests.

4. Individual Inventory. This is to obtain comprehensive information about students regarding their educational background, personal information, family background, motivations, health, and others as a basis for counseling intake interview and other related counseling interventions.

5. Placement and Information Service. This aims to provide students with personal, social, career, and educational information necessary for their effective decision-making through orientation, group guidance, seminar/workshop, and posting of public messages on the bulletin board and social media e.g. career opportunities and other helpful information.

6. Community Extension Service. To promote stewardship and social responsibility through community outreach activities. The activities are being delivered to the identified adopted community or barangay with the marginalized and less privileged people as beneficiaries.

7. Concerned Individuals. It refers to any member in the school community who is involved in helping the student to cope with his/her problem/s and attain his/her total growth and development.

8. Evaluation. It is to determine whether the services offered by the OGC have attained their objectives and the needs of the clientele; whether the guidance personnel have effectively performed their functions; and physical facilities of the OGC are adequate and functional. Evaluation services comprise evaluation of guidance services, counselor effectiveness form, and exit interviews for graduating students, and students who want to shift or transfer to another school.

ARTICLE IV RESPONSIBILITY OF OGC PERSONNEL

Section 1. The policies and procedures set herein shall apply to all students who are members of the school community.

Under the supervision of the Student Affairs & Services Unit Coordinator, the Guidance Counselor shall be responsible for directing and implementing all OGC programs and activities of the City College of Davao in the school campus:

  1. Plan and prepare the guidance and counseling program, together with the school head/coordinators/program heads in accordance with the school vision and mission.
  2. Coordinate with the offices under the office of student affairs and services in the conduct of placement and information service for students in the school campus and community extension service for members of out of school community.
  3. Gather students’ comprehensive information and updates students’ cumulative records for individual inventory as basis for counseling services.
  4. Make an annual budget proposal to the higher authorities to finance all the guidance and counseling programs and activities.
  5. Conduct routine interviews with freshmen and transferees.
  6. Conduct exit interviews for transferees, shifters, and graduating students.
  7. Conduct students’ needs assessment.
  8. Conduct orientation, seminar/workshops, group guidance activities, and community outreach activities.
  9. Maintain and update bulletin boards.
  10. Maintain log sheet/logbook for clienteles and visitors.
  11. Participate in the wellness activities of the school.
  12. Attend trainings and seminar-workshops to upgrade the new trends of guidance and counseling.
  13. Submit evaluation, summary reports, and accomplishment reports to the Student Affairs & Services Unit Coordinator.
  14. Give the counselor effectiveness forms to client/s after every session.
  15. Retrieve and tally the result of the evaluation forms.
  16. Maintain a friendly atmosphere and harmonious working relationships with all members of the school community and other stakeholders of the school.
  17. Practice the code of ethics for registered and licensed guidance counselors (see Republic Act No. 9258 and ACA Code of Ethics).
  18. Perform other related tasks as required by higher authorities.

ARTICLE V

PROCEDURES

Section 1. Routine Interview. The Office of Guidance Coordinator conducts Routine Interview to meet the students personally in order to establish a good rapport, encourages them to visit the guidance office and to discover their needs and concerns.

  1. The guidance counselor coordinates with the Program Heads to ensure a systematic scheduling of individual interview sessions and informs the students through class visits.
  2. Interview sessions per student may take 10 to 20 minutes.
  3. Remarks of the session shall be properly logged.

Section 2. Walk-in/Intake Interview.

  1. The students who need psychological support may visit to the office.
  2. Individual counseling is conducted in the counseling room to ensure all the shared information from the client shall be kept within the session and remain confidential except if the disclosed information could give imminent harm to the client or others.
  3. Guidance counselor guides the client with his/her holistic development by facilitating deeper understanding of self and the people around him/her.
  4. Guidance counselor shall apply effective counseling theories, approaches and techniques.

Section 3. Group Counseling.Group counseling aims to guide the decision-making process of the clients with the same concern/s. Encourage them to cooperate the counseling session/s to successfully cope with their problem and address their concerns.

  1. The guidance counselor identifies students with similar personal needs and concerns.
  2. Schedules of visits to the guidance office shall be strictly observed.
  3. The group of students meets with the guidance counselor in the guidance office to ensure privacy and confidentiality.
  4. Before the mutual sharing, the guidance counselor informs the purpose of the session and confidentiality in group counseling.
  5. The members of the group discuss personal experiences pertaining to a specific concern through the help of the guidance counselor.
  6. Guidance counselor shall apply effective counseling theories, approaches and techniques.

Section 4. Exit Interview. The office of guidance coordinator conducts exit interviews to graduating students and students who want to shift or transfer to another school.

  1. The student will secure an exit interview form from the OGC.
  2. The accomplished exit interview form will be submitted to the OGC for proper recording and filing.
  3. The guidance counselor will conduct the exit interview to assess the student’s overall experience in school and to determine
  4. The factors those lead the student to leave City College of Davao.
  5. Students shall log in the OGC logbook for proper recording.

Section 5. Referral for Counseling. The concerned individual/s such as parent or anyone who is member of the school community has a right to refer the concerned student to OGC for counseling and other guidance services or interventions.

  1. The guidance counselor provides referral form to the concerned individual.
  2. The accomplished referral form will be submitted to the OGC so that the guidance counselor will schedule counseling session to the concerned students.
  3. The guidance counselor issues an appointment slip to the concerned student/s through the instructor or program head.
  4. The guidance counselor set a schedule for individual or group counseling.
  5. The guidance counselor provides a copy of the feedback form of referred student/s with counselor’s remarks to the concerned individual.

Section 6. Referral for Further Assistance from Outside Agencies/Organization. Referral for further assistance from outside agencies/organization happens when the assessment of the client is beyond the capacity of the guidance counselor to handle the case.

  1. In cases the client needed other professional help, the guidance counselor coordinates with outside agencies and organizations for further assistance.
  2. Parents or guardians must be notified in writing.
  3. Concerned individual or anyone who is a member of the school community can initiate the referral process with due notification to the guidance counselor of the Office of Guidance Coordinator.
  4. Documents and procedures done for referrals are logged in the guidance log book.

Section 7. Follow-up. Follow-up shall be conducted by the Office of Guidance Counselor to check the condition of the student/s, particularly those in difficult or critical condition in need of additional intervention/s. It also gives the office the opportunity to evaluate the effectiveness of its services.

  1. The guidance counselor may conduct follow-up to determine whether further assistance is necessary or not.
  2. The guidance counselor reviews records and chooses a counselee to visit or a faculty adviser to follow up the student’s status.
  3. The actions taken are logged in the OGC log book.

Section 8. Testing Service. Helps the students discover their strengths and weaknesses through the use of readiness assessment and standardized psychological tests.

  1. The guidance counselor sets a schedule for the administration of readiness assessment to the incoming first-year college students.
  2. The admission officer sets a schedule for the posting of results of the Application for Admission screening on City College of Davao's official Facebook Page.
  3. If the student passed the entrance examination, he/she will immediately proceed to the admission office for enrollment requirements and procedures.
  4. The guidance counselor recommends the student undergo an enrichment program if the result of his/her entrance examination is failed.

Section 9. Student Cumulative Record (SCR). The Student Cumulative Record (SCR) is being used to gather pertinent information about the first-year college students and transferees regarding their educational background, personal information, family background, motivations, health, and others.

  1. The guidance counselor provides freshmen and transferees student cumulative record folders to gather pertinent information about their educational background, personal information, family background, motivations, health, and others.
  2. After the freshmen and transferees fill out the student cumulative record folders, the guidance counselor files and organizes the folders and shall be kept in a secured place for assessment, profiling, and monitoring purposes.

Section 10. Placement and Information. This aims to provide the students with personal, social, career, and educational information necessary for their effective decision-making through orientation, group guidance, seminar/workshop, and posting of public messages on the bulletin board e.g., career opportunities and other helpful information.

  1. The guidance counselor plans and makes an activity proposal and submits this to the higher authorities for approval.
  2. When it is approved by the higher authorities, the guidance counselor coordinates with the office of student affairs and services and program heads regarding the activity.
  3. The guidance counselor informs the school personnel and students who are involved in the activity.
  4. The guidance counselor prepares all the materials needed in the conduct of the activity.
  5. To make sure the OGC will be attaining the target number of participants and all members of the technical working group will cooperate with their assigned tasks, the guidance counselor disseminates a memo approved by the higher authorities to remind them that they need to attend the activity.
  6. The activity shall be properly documented for MOVs and be evaluated to determine if the activity has attained the objectives and the needs of the participants.

Section 11. Bulletin Board Display. To be able to impart information such as tips/strategies to keep the students motivated in school and at home, current labor market, job opportunities, and requirements in applying for a job.

  1. The guidance counselor selects a theme in updating the bulletin board display that is appropriate for the month celebration.
  2. The guidance counselor coordinates with the recruitment in-charge of the Public Employment Service Office (PESO) in updating job opportunities and requirements. Similarly, coordinates with the labor and employment officer of the Department of Labor and Employment in updating the current labor market.
  3. Updates the bulletin board display once every 2 months.

Section 12. Community Extension Service. To promote stewardship and social responsibility through community outreach activities. The activities are being delivered to the identified adopted community or barangay with the marginalized and less privileged people as beneficiaries.

  1. The guidance counselor coordinates with the Social & Community Involvement Programs Unit Coordinator on the conduct of community outreach activity.
  2. To ensure the sustainable support of CCD to the identified adopted community or barangay and beneficiaries, as part of the process, the school requires a memorandum of agreement.
  3. The guidance counselor makes an activity proposal and submits this to the higher authorities for approval.
  4. After the approval of higher authorities, the guidance counselor together with the SCIPUC plans and prepares for the conduct of the community outreach activity.
  5. Conducts community outreach activity to the identified adopted community or barangay.
  6. The activity shall be properly documented for MOVs.

Section 13. Evaluation of Guidance Services. To determine the quality services offered by the OGC and the efficiency and adequacy of school facilities available.

  1. The counselor effectiveness forms are given to the students after every counseling session. The forms are dropped in a secured drop box.
  2. Evaluation after every activity such as orientation, seminar/workshop group guidance shall be collated, analyzed, and interpreted.
  3. The results and findings are forwarded to the Office of Student Affairs & Services Unit Coordinator and to the Office of the President.

GUIDELINES IN MAINTAINING THE CONFIDENTIALITY AND SECURITY OF STUDENT RECORDS

To safeguard the confidentiality and security of student records, the following are implemented:

1.The Office of Guidance Counselor (OGC) collects the intake interview forms and counseling notes and other forms of clients and are placed in their respective cumulative record folders.

2. The cumulative record folders shall be kept in a secured place and filing cabinet to ensure confidentiality and security of the records.

3. Maintenance of Records. Guidance Counselor maintains records in sufficient detail to track the sequence and nature of professional services rendered and consistent with any legal, regulatory, agency, or institutional requirement. They secure the safety of such records and create, maintain, transfer, and dispose of them in a manner compliant with the requirements of confidentiality and other articles of this Code of Ethics.

4. Access to Records. Guidance Counselors understand that clients have the right to access their counseling records. Disclosure of such information to others is allowed only through the clients’ informed consent and/or if there is imminent danger to life or property.

5. Release of Information Form. The Office of Guidance Coordinator is using this form in order to disclose information with the consent of its owner.

6. Confidentiality. The counselor must preserve and safeguard the confidentiality of the clients except: All shared information from the client shall be kept within the counseling session/s and remain confidential except if the disclosed information could give imminent harm to the client or others. When legal requirements demand that confidential matter be revealed.

Source:

  1. Retrieved from: studocu.com.ph Code of Ethics for Registered and Licensed Guidance Counselors in the Philippines (pages 2&6)
  2. Retrieved from: counpsychphil.blogspot.com Philippine Guidance And Counseling Association (nos. 3, 4 & 6)
  3. OGC Policy

ARTICLE VI EFFECTIVITY

The policies and procedures of the Office of Guidance Coordinator shall take effect immediately upon the approval of the City College of Davao Board of Trustees and shall be effective unless otherwise repealed or amended.

References

City College of Davao Student Handbook

Retrieved from: studocu.com.ph Code of Ethics for Registered and Licensed Guidance Counselors in the Philippines (pages 1-14)

Retrieved from: Users/DepEd Office Of The Vice President For Academic Affairs Operations Manual (pages 269-281)

Retrieved from: coe.k-state.edu The School Counselor and Comprehensive School Counseling Programs (pages 1-3)