SHCTA Connect

SHCTA Connect is the internal staff intranet and operations hub for Shell Hebert Career & Technical Academy (SHCTA). It provides approved methods, procedures, documentation standards, internal tools, and reporting guidance used across all school operations.

This page is the single source of truth for how SHCTA staff coordinate support, deliver services, document actions, protect student privacy, and report outcomes.

Internal Use Only. Access is role-based. Do not share content outside authorized SHCTA personnel.

Version 1.0 · Effective December 2025 · Maintained by SHCTA Administration

SHCTA Connect · Schoolwide Operations

Quick Access

Staff Dashboard

General staff landing page based on assigned duties and permissions.

Open Staff Dashboard

Student Dashboard

Student intranet gateway (students only). Staff should not share internal tools here.

View Student Dashboard

Support Request Intake (Public)

Use these links when a student or caregiver requests support coordination.

Student Intake Parent/Caregiver Intake

Schoolwide Standards Student Services BYTS Departments (Phase 2) Help

Operating rule: If it’s not in SHCTA Connect, it’s not an approved procedure.

Schoolwide Standards (Applies to All Staff)

These standards apply to all SHCTA staff across programs, campuses, and service areas. Department-specific procedures may add detail, but cannot override these core requirements.

Documentation Standards (Allowed vs Not Allowed)

Allowed

Observable facts (attendance, participation, engagement)
Student/caregiver-reported needs (in their words)
Actions taken by staff
Referrals made (referral only)
Follow-up steps and timelines

Not Allowed

Diagnoses or diagnostic language
Medical history or therapy details
Speculation about mental/behavioral health conditions
Subjective labels, assumptions, or unnecessary detail

When in doubt: document less, stay factual, and ask a supervisor.

Privacy & Access (FERPA-Aligned)

Student records and internal notes are protected educational records.
Access is role-based and restricted to authorized staff.
Do not share entries, screenshots, or notes outside authorized personnel.
Use aggregate data for reporting whenever possible.

Safety & Escalation

If there is an immediate safety concern, follow SHCTA emergency procedures and contact leadership immediately.
Document only necessary factual details and actions taken.
Use official incident reporting channels as applicable.

This intranet does not replace emergency response procedures.

Student Support Requests (Schoolwide Intake Routing)

Confirm the request and identify the category of support needed (academic, attendance, career, family/resources).
Use official intake pages when appropriate:
- Student Intake: /byts-student-intake/
- Parent/Caregiver Intake: /byts-parent-intake/
If staff initiate support coordination, use internal forms and follow documentation rules.
Avoid sensitive or clinical documentation. Stick to observable facts and actions.

Student Services & Support

This section covers SHCTA student-facing support services coordinated by staff. It includes non-clinical student success coordination, engagement supports, family communication, and approved referral pathways. Sub-program procedures are nested below.

Bridge Youth to Success (BYTS) — Student Success Coordination

BYTS is SHCTA’s structured student success coordination hub. BYTS supports academic engagement, persistence, family connection, and career readiness through non-clinical coordination and referrals to resources when needed.

BYTS is not therapy, counseling, or medical care. Staff do not diagnose, treat, or document clinical details.

BYTS Charter (Internal Standard)

Purpose: Centralize non-clinical student support coordination to improve engagement, persistence, family connection, and career readiness.

Scope: Academic support coordination, engagement tracking, family communication, student success planning, and referral coordination.

Boundaries: No diagnoses. No medical history. No therapy notes. Document observable facts and actions only. Referrals are documented as referrals, not outcomes.

BYTS Documentation Rules (Non-Negotiable)

Allowed

Observable engagement and participation
Attendance patterns and school-based concerns
Student/caregiver-reported needs (in their words)
Actions taken by staff
Referrals made and resources shared
Follow-up steps and dates

Not Allowed

Diagnoses or diagnostic impressions
Medical history, medications, therapy notes
Clinical assessments or treatment outcomes
Subjective labels or assumptions

Good examples

“Student attended support circle and participated in discussion. Follow-up academic session scheduled.”
“Caregiver requested help with scheduling and transportation resources. Resources provided and follow-up set.”
“Referral made to community resource. Information provided to family. Follow-up planned.”

Not allowed

“Student is depressed / ADHD / bipolar.”
“Student needs therapy and is unstable.”
“Student has a medical condition and is on medication.”

BYTS Procedures (Step-by-Step)

Handling a Student Intake Request

Review intake within 2 business days.
Determine category (academic, attendance, career, family/resources).
Make first contact (student and/or caregiver as appropriate).
Log communication in the Communication Log.
Schedule an engagement action if needed (check-in, support circle, academic session).
Create an SSP if support will be ongoing or structured.
Document follow-ups until resolved or transitioned.

Handling a Parent/Caregiver Intake Request

Review request within 2 business days.
Acknowledge receipt and confirm support requested.
Log communication.
Provide school-approved resources or next steps.
If referral is needed, document the referral only and schedule follow-up.

Making a Referral (Non-Clinical)

Identify referral type (internal program or community resource).
Provide contact information and instructions to student/caregiver.
Document only: referral made, resources shared, follow-up plan.
Do not document outcomes, treatment details, or clinical discussions.

Creating & Reviewing an SSP

Define student goals (academic/attendance/career).
Identify non-clinical barriers (attendance, scheduling, responsibilities, transportation, academics).
List support actions SHCTA/BYTS will take.
Set review schedule and responsible owner.
Document progress updates using objective language.

BYTS Tools & Forms (Role-Based)

Access to internal forms is controlled by staff role. If you cannot access a tool you need, contact SHCTA Administration.

BYTS Dashboard Engagement Log Communication Log Referral Form Student Success Plan Student Intake (Public) Parent Intake (Public)

BYTS Outcomes & Reporting (Grant-Ready Metrics)

BYTS tracks program outcomes using structured documentation. BYTS does not track clinical outcomes.

Engagement: touchpoints per student, participation types/frequency (Engagement Activity Log)
Access to Support: intake count; time from intake to first staff response (intake timestamps + communication log)
Support Coordination: referrals initiated; categories; follow-up scheduled (Referral Form)
Persistence & Stability: enrollment continuation; attendance trend (school records + engagement timeline)
Family Engagement: communications logged; method and frequency (Communication Log)

Reporting should use aggregate, non-identifiable data whenever possible.

Departments & Operations (Phase 2)

The sections below will be added in Phase 2 of SHCTA Connect. For now, staff should follow schoolwide standards and current supervisor guidance.

Academics & Instruction

Curriculum procedures, instructional routines, grading practices, and academic support workflows.