STANDARD OPERATING PROCEDURE

STUDENT COUNSELLING PROCESS (REFERRED)

STUDENT COUNSELLING PROCESS (REFERRED)

1.0. Purpose
The purpose is to provide counselling for referred clients

2.0. Scope
This procedure is for counsellor who manages counselling session for students.

3.0. Responsibilities

Counsellor – Conduct counselling session and refer outcomes of the consultation to

relevant parties.

Head of Student Affairs Department (HOD) – Ensure that the counselling session is
conducted in a timely manner.

4.0. Procedure

4.1. Counsellor receive incident report or referral letter from Chief Warden, Warden,
Security Officer, Lecturers, HOD, Head of School etc.
4.2. Counsellor need to check incident report whether it is complete.
4.3. Counsellor or HOD will call student to set date and time for counselling session
4.4. Counselling session commences. Counsellor will categorize issues into 5 (five)
major areas :
i. Health reasons: The application form to be submitted together with
Medical report from hospital or clinic.
ii. Academic reasons: (e.g. focus in class, performance in class, etc.). Inform
Head of School or coordinator on the outcome.
iii. Safety reason: (e.g. threats, bully, etc.). Inform Chief Warden, Warden or
Security Officer on the outcome.
iv. Discipline reason: Inform Chief Warden, Warden or Security Officer on
the outcome.
v. Personal issues (e.g. financial, family, religion, race etc.)
4.5. Counsellor and HOD will refer to summary of consultation and suggestions to
relevant parties.
4.6. Counsellor will record student’s case into the Student Counselling file system

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SOP Student Counselling Process (Referred)
 STANDARD OPERATING PROCEDURE

STUDENT COUNSELLING PROCESS (REFERRED)

5.0. Process Flow

Responsibility Process

Start

HOD / Counsellor Get letter of incident

report

Report Complete No
Counsellor
report
Yes
Call student and Set
Counsellor date and time for
appointment

Counsellor Counselling session

commences

Categorized issue into 5 major areas

Health
Academic
Counsellor & HOD Safety
Discipline
Personal
and inform outcome to originator

Counsellor & HOD Refer to relevant parties

No
Counsellor Issue resolved

Yes

End

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SOP Student Counselling Process (Referred)
 STANDARD OPERATING PROCEDURE

STUDENT COUNSELLING PROCESS (REFERRED)

6.0. Appendix

Appendix
Description /Name Retention Period
Num

1. Student Incident Report

2. Letter for Attending Counselling Session

3. Fine and Penalty Form

Course Duration
4. Client Information Form

5. Report of Individual Counselling Session

6. Informed Consent For Client

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SOP Student Counselling Process (Referred)