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Template · Education · 5 sections

Student Check-in Note

Lightweight check-in note for short, scheduled or drop-in wellbeing conversations. Captures the focus of the conversation, mood and any risk noted, what support was offered, and whether a follow-up is needed. Designed for high-volume, low-friction logging by wellbeing teams and chaplains.

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Built for

  • Year Level Coordinator
  • Student Wellbeing Officer
  • School Counsellor
  • Teacher

Find it on the templates page

5 sections

Template structure

The student check-in note template captures these sections automatically from your recording when your school has added AI. With AI off, staff fill in the sections themselves.

  1. 1 Student Details
  2. 2 Check-in Context
  3. 3 Conversation Summary
  4. 4 Wellbeing Rating
  5. 5 Actions

The Student Check-in Note template

STUDENT CHECK-IN NOTE

STUDENT DETAILS:

Name:

Year/Grade:

Date:

Staff Member:

CHECK-IN CONTEXT:

Type: ( ) Scheduled ( ) Informal ( ) Follow-up ( ) Teacher-requested

Location: ( ) Office ( ) Yard ( ) Classroom ( ) Other: ___

Duration:

CONVERSATION SUMMARY:

[Brief summary of discussion — how the student is going, any concerns raised]

STUDENT SELF-REPORT:

How are you going? ( ) Great ( ) OK ( ) Not great ( ) Struggling

Academic: ( ) Going well ( ) Some concerns ( ) Struggling

Friendships: ( ) Going well ( ) Some concerns ( ) Struggling

Home: ( ) Going well ( ) Some concerns ( ) Struggling

Sleep/Health: ( ) Going well ( ) Some concerns ( ) Struggling

CONCERNS RAISED:

( ) None

( ) Academic pressure

( ) Friendship/peer issues

( ) Family concerns

( ) Anxiety/worry

( ) Sadness/low mood

( ) Bullying

( ) Other: ___

Details:

RISK INDICATORS:

( ) None identified

( ) Self-harm mention

( ) Suicidal ideation

( ) Substance use

( ) Abuse/neglect indicators

The opening of the template: its headings and fields.

How it works

  1. 1

    Record or dictate the meeting

    In the room or over a video call. Audio is deleted once transcribed. If a recording can't upload or be transcribed, it stays on your device so you can try again.

  2. 2

    Pick the Student Check-in Note template

    When you record, dictate or upload, press the Note template button, search by name or section, and open Sections to preview it. Make it your default at this school so it is ready next time. You can switch templates until you submit the recording.

  3. 3

    Review and finalise

    Your note is generated in the structure above. Edit anything you want — in your school’s words — then save to the student’s record.

Quick guide

Which template should I use?

Start from what just happened. You can switch templates until you submit the recording.

More education templates

School Counselling Session Counselling session note adapted for the school context. Captures presenting concerns, the conversation and intervention, mood and risk where relevant, agreed plan, and any liaison with teachers, year coordinators, or external clinicians. Designed for school counsellors, psychologists, and wellbeing staff working under school confidentiality limits. Read → Student Welfare Review Welfare review meeting notes documenting concerns across academic, social, and personal domains. Read → Parent Meeting Summary Summary of a parent or carer meeting — who attended, what was discussed, decisions or agreements reached, follow-up actions and timelines, and any concerns raised that need referral or escalation. Use after wellbeing, learning-support, or behaviour conversations so the record matches what was agreed in the room. Read → IEP/ILP Progress Note Individual Education/Learning Plan progress note documenting goal achievement and adjustments. Read → Curriculum Differentiation Documentation of how curriculum has been adjusted for an individual student — content, process, product, or environment differentiation — with the rationale, the strategies in place, and how their effectiveness will be reviewed. Useful evidence for NCCD, IEPs, and learning support team meetings. Read → Learning Support Referral Note Documentation for referring a student into learning support programs with background and evidence. Read →
Browse all education templates

Guides for this kind of note

Student Wellbeing Officer Note Templates for Australian Schools Read → How to Write Student Counselling Session Notes Faster Read → Wellbeing Screening Protocols in Australian Schools: A Documentation Guide Read →
All guides on School docs

Mandatory reporting guides by state

Try the Student Check-in Note template free

Tell us a little about your school and we'll show you how it would work for your team.

  • A made-up school like yours to explore for 14 days
  • We check each request by hand and reply within two school days
  • Made-up students only: no real student information needed

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(03) 4422 2284: answered any time by Descant's AI receptionist, which keeps a written record of the call. Please don't share student details. Our team replies within two school days.

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