The School Counselor and Use of Support Staff in School Counseling Programs

ASCA Position

School counselors understand the value added to a school counseling program through the effective use of administrative support staff. Partnerships with these staff members allow school counselors to use their time and professional expertise more effectively to meet student needs and ensure each and every student receive access to a comprehensive school counseling program. 

The Rationale

To achieve maximum effectiveness in a school counseling program, the ASCA National Model^®recommends a student-to-school counselor ratio of 250:1 and that 80% or more of a school counselor’s time be spent providing direct and indirect services to students (ASCA, 2025). Recent studies have demonstrated significant correlations between student achievement and student-to-school-counselor ratios (e.g., Gewertz, 2018). However, the national average ratio is 376:1 for the 2023–2024 school year (U.S. Department of Education [USDE], 2024). 
 
Research consistently shows that larger caseloads make it difficult for school counselors to fulfill their responsibilities (Hilts, 2023). The ASCA National Model^® offers a framework for school counseling programs where school counselors are actively involved in providing direct services to students and in team efforts for indirect services such as consultation and collaboration (ASCA, 2025). High student-to-school-counselor ratios create considerable challenges for school counselors, limiting their ability to effectively develop and implement a school counseling program that promotes the best possible outcomes for each and every student. 
 
School counselors need additional support to build strong partnerships and implement comprehensive school counseling programs effectively (Mason, 2023). When the school counselor works effectively with administrative support staff, the school counselor’s efficacy is enhanced (Atici, 2014).
 
The Role of Administrative Support Staff in School Counseling Programs
Administrative support staff may include but are not limited to administrative assistants, secretaries, receptionists, registrars and other similar professional positions. These staff provide opportunity for school counselor to concentrate on delivering the school counseling program by assisting in a variety of areas, such as: 

• welcoming and managing the flow of students and families to the school counseling office
• answering general questions that do not require a school counselor’s expertise 
• handling phone calls
• responding to general school-counseling-program-related email
• maintaining student records
• organizing files 
• data entry 
• new student registration 

Their assistance helps school counselors have more time to implement best practices, including the design, delivery and assessment of a comprehensive school counseling program; well-defined school counseling roles and responsibilities; clear communication; established boundaries; and ethical decision-making to promote student success.
 
School counseling administrative support staff positions require sensitivity to students’ concerns, knowledge of the school counseling program and understanding of the school counselor’s role. These positions also require maintaining the highest level of confidentiality of student records and personal information. Clerical support staff defer to the school counselor for all services and interventions that are outside the support staff role and more appropriately handled by the school counselor. 
 

The School Counselor's Role

School counselors are encouraged to collaborate with administrative support staff to outline processes and activities that best support the school counseling program. School counselors create channels for clear communication, foster a positive work environment and show respect and appreciation to support staff.
 
School counselors may assist in selecting initial and ongoing professional development for school counseling administrative support staff to ensure they understand the procedures and responsibilities of the office (Atici, 2014). This professional development may include topics such as: 

• human relations
• cultural competence and humility
• community resources 
• the importance of maintaining confidentiality regarding student issues and student records

Supervision of support staff is the responsibility of administrators. School counselors consult with administrators related to the responsibilities of the position and individual performance. 
 

Summary

School counselors understand the value administrative support staff add to a school counseling program. Incorporating administrative support staff within the school counseling program allows school counselors to concentrate on specialized tasks that align with their expertise and training. School counselors work with administrative support staff to outline processes and activities that fit within their professional role and best support the school counseling program.