Understanding student wellbeing records

What are student wellbeing records

Student wellbeing records hold information about the support a student receives. This includes support for psychological, behavioural, or physical learning or wellbeing challenges.

Over time, schools have given health and wellbeing support in different ways. These differences affect the type of information the school keeps. It also affects where and how it stores this information.

Students can get help from allied health staff at their school who may be employed by the department. Because of this, a student’s wellbeing information may be kept in more than one file. These may include:

• a school-based wellbeing file, created by school staff and stored at the school
• a Department Confidential Student file, created by departmental staff. They store it at a regional office or at the school where the staff work.

Student wellbeing records have had several names over the years. They are now called Department Confidential Student files, but were once known as:

• Student Wellbeing files
• Student Support Services (SSS) files
• Counselling, Guidance, and Clinical Services files
• School Support Centre files.

Examples of student wellbeing records

Student wellbeing records include the following documentation:

• health assessment results by school nurses (see Victorian School Nursing Program)
• referral and consent forms
• risk assessments
• safety plans
• individual education plans
• behaviour support plans
• student health support plans
• case notes.

Student Support Services

Student Support Services look after Department Confidential Student files.

Student Support Services help children and young people who have learning barriers. They help them reach their educational and developmental goals. They support individuals, groups, schools, and areas.

The team includes a range of allied health professionals, such as:

• psychologists
• social workers
• speech pathologists
• occupational therapists
• behaviour analysts.

Why student wellbeing records are important

Student wellbeing records hold personal information about individuals. They can include:

• student referral information
• records of services
• health and wellbeing information
• results of intelligence and other tests
• case notes on students and their families.

These records show when a child had help with learning difficulties or health and wellbeing concerns while at school. They can also include details of any treatments given.

This information can matter to a person long after they leave school. Proof of learning difficulties or wellbeing issues in school can help in adult life.

Where hardcopy student wellbeing records are stored

Student Support Services officers keep current student files in their offices. This might be at the school or at a department office.

When staff are no longer using a file often, they store it securely. Usually, the files are stored with the department’s off-site storage provider.

What information is on the Student Online Case System

Student Support Services staff can use the Student Online Case System (SOCS).

The SOCS platform is used to store referrals to Student Support Services (and the Visiting Teacher Service) as well as case notes and other clinical documents relating to services provided by Student Support Services.

History of student wellbeing records

The department first explored the role of psychology in education during the 1920s. This led to the start of the Psychology Branch in 1947. It started with three professional staff members.

In 1955, it became the Psychology and Guidance Branch. This branch offered mental health support for students. It also gave advice on general wellbeing in schools. The service grew in the late 1950s and began helping more children across Victoria.

As part of this support, staff made wellbeing files for students who had assessments.

In 1974, the Psychology Branch and the Speech Therapy Branch merged. They formed the Counselling, Guidance and Clinical Services Branch.

Today, Student Support Services provides support for kids in Victorian government schools. This includes help for their psychological, health, and wellbeing needs.

Since the 1990s, some schools have also hired their own health and wellbeing staff.