The ASCA-Ready Caseload Template
The only free caseload organizer built specifically for school counselors — with ASCA accountability tracking, intervention monitoring, and monthly summaries. Built by the team behind TEX.
Download Free Template
Enter your details and we'll email you the organizer as an Excel file — it works in Excel and Google Sheets.
What's included
- 10-tab organizer (Excel — works in Google Sheets too)
- Aligned to the ASCA National Model, 5th edition (2025)
- Use-of-time tracker with the 80% direct-services calculation
- Achievement gap plan with all three ASCA data categories
- Waitlist & triage with automatic days-waiting alerts
- Auto-generated monthly summaries and an annual dashboard
- MTSS tiers and 504/IEP coordination throughout
- De-identified by design — student codes, not names
The counselor gap
1:372
US national average, 2024–25 (ASCA)
1:250
Ratio ASCA has recommended since 1965
0
Free ASCA-aligned templates available (until now)
What's inside the template
10 purpose-built tabs covering everything from daily caseload tracking to ASCA accountability reporting.
Start Here
Set-up guide, FERPA and records guidance, ASCA National Model mapping, handover checklist, and crisis contacts.
Student Roster
Master list with grade, MTSS tier, status, priority flags, 504/IEP coordination, and consent tracking with automatic 12-month renewal dates.
Waitlist & Triage
Every referral triaged with priority levels, an automatic days-waiting counter, and overdue alerts — so no one slips through the cracks.
Meeting Log
Track every interaction, tagged with the ASCA service category — instruction, appraisal and advisement, counseling, consultation, collaboration, referral.
Intervention Tracker
Monitor ongoing interventions with progress indicators (on-track / at-risk / off-track) and a 504/IEP coordination checklist.
External Referrals
Community mental health, private providers, PCPs, 988, CPS and school psychology — a full status pipeline with consent-to-refer tracking.
Use-of-Time Tracker
Log time by ASCA category and see your actual direct + indirect percentage against the 80% recommendation — plus the hours you are short.
Achievement Gap Plan
The fifth edition's achievement gap plan and data report — gap statement, contributing factors, and all three data categories.
Monthly Summary
Auto-generated overview of students seen, meetings by type, follow-up completion rate, and time in direct services — month by month.
Annual Dashboard
Year view with charts and a use-of-time snapshot to take into your annual administrative conference.
Spreadsheet vs. TEX
This template is a great start. When you're ready for the full power, TEX automates everything.
| Task | With This Template | With TEX |
|---|---|---|
| Add a new student | Type manually into roster | Auto-synced from your SIS |
| Log a meeting | Enter date, type, notes manually | Auto-logged from calendar, AI suggests follow-ups |
| Track interventions | Update status manually each week | Real-time progress tracking with alerts |
| Monthly summary | Review formulas, check accuracy | One-click report generation |
| Find at-risk students | Scan manually through rows | AI-flagged priority dashboard |
| ASCA reporting | Copy data into ASCA templates | Auto-generated ASCA-aligned reports |