Informed Consent — Digital Sandtray
Two versions: one for adult clients, one for parent/guardian of a minor. Covers the nature of sandtray, digital format and screenshot documentation, telehealth considerations, privacy and data handling, limits of confidentiality, and FERPA/HIPAA applicability. Fill your practice details in the header fields, then print.
This template is a starting point for informed consent language, not legal advice. Consent requirements vary by state, license type, setting (school vs. clinical), and payer. Review this language with your supervisor, your professional liability carrier, and if applicable your school district’s legal counsel before using it with clients. The FERPA and HIPAA language here is general — your obligations depend on your specific role and setting.
Fill in your practice details below. These appear in the document header when printed.
1. What is the Digital Sandtray?
The digital sandtray is a screen-based expressive therapy tool based on sandtray therapy — a well-researched technique in which clients build small scenes using miniature figures in a tray of sand. In the digital version, you use a device to arrange miniature figures on a virtual sand canvas. Your clinician witnesses the build without directing or interpreting during the process. After the build, your clinician may ask one or two open-ended questions. You are never required to explain what you built or to interpret it.
Sandtray therapy is used with individuals across the lifespan. It is particularly useful when verbal expression alone is difficult — for trauma, grief, anxiety, significant life transitions, or any situation where words don't fully capture what you're experiencing.
2. How sessions work
A typical sandtray session lasts 15–45 minutes. Your clinician will invite you to build a scene using figures from the tray. There is no right or wrong way to use the tray. You may choose any figures, place them anywhere, and build whatever you like. You are never required to participate — you can decline to use the tray in any session without consequence.
3. Documentation: screenshots and session notes
At the end of a session, your clinician may save a screenshot of your tray. This screenshot is:
- Saved only to your clinician’s secure recordkeeping system
- Treated as part of your clinical record, with the same confidentiality protections as any other session note
- Never shared without your written authorization, except as required by law (see Section 6)
- Not transmitted to or stored by Sandstories LLC — the platform does not collect or retain any session content
Your clinician will also complete a session note documenting the session date, modality, your general state at arrival and close, themes observed, and a clinical plan. This note does not contain a verbatim description of what you said in session.
4. Technology and data privacy
The Sandstories platform is a tool used by your clinician to facilitate sessions. Sandstories LLC does not store, collect, or have access to any session content, screenshots, or personally identifiable information entered during your session. Your session data exists only on the device your clinician uses and in your clinician’s secure recordkeeping system.
If sessions are conducted via telehealth, the video platform used (not the sandtray tool) may have its own data practices. Your clinician will provide a separate telehealth consent if applicable.
If you have questions about how your records are stored, ask your clinician directly.
5. Telehealth sessions (if applicable)
If you are participating in sessions remotely, your clinician may share the sandtray screen during the session so you can see it in real time. You will interact with your clinician by voice or video through a separate telehealth platform. The sandtray is not a video conferencing tool and does not transmit audio or video. Your image and voice are not captured by the sandtray software.
6. Limits of confidentiality
Your sessions are confidential. Information about your sessions will not be shared without your written consent, except in the following circumstances required by law:
- If you disclose that you are in imminent danger of harming yourself or another person
- If your clinician has reasonable cause to suspect abuse or neglect of a child, elderly person, or vulnerable adult
- If your records are subpoenaed by a court of competent jurisdiction
- If disclosure is otherwise required by applicable state or federal law
Your clinician will make every effort to discuss mandatory reporting situations with you before making a report, unless doing so would increase the risk of harm.
7. Voluntary participation
Your participation in sandtray sessions is entirely voluntary. You may decline to use the tray in any session, ask to use a different approach, or withdraw consent for sandtray use at any time. Declining to use the sandtray will not affect your access to other services or your relationship with your clinician.
8. HIPAA notice (outpatient / clinical settings)
If you are receiving services in a setting covered by HIPAA, your clinician is required to provide you with a separate Notice of Privacy Practices. That document explains in full how your health information is used and protected. This consent form is specific to the digital sandtray as a modality and does not replace the Notice of Privacy Practices.
By signing below, I confirm that I have read and understand this consent, I have had the opportunity to ask questions, and I agree to participate in sandtray sessions under the terms described above.
Fill in your practice details below. These appear in the document header when printed.
1. What is the Digital Sandtray?
The digital sandtray is a screen-based expressive support tool used by school counselors and mental health clinicians. Based on sandtray therapy — a well-researched technique with a 40-year evidence base — students use a device to arrange miniature figures on a virtual sand canvas. The counselor witnesses the build without directing or interpreting during the process. After the build, the counselor may ask one or two open-ended questions. Students are never required to explain what they built.
Research supports sandtray-based school counseling interventions for anxiety, behavioral concerns, grief, adjustment difficulties, social-emotional development, and transition support (Ray et al., 2015). The technique is appropriate for students in grades K–12 and is widely used in school counseling settings aligned with the ASCA National Model.
2. How sessions work in a school setting
School-based sandtray sessions are brief (typically 15–30 minutes) and designed to fit within normal school scheduling. Your student will be invited to build something in the tray — there is no right or wrong way to use it. Students are never pressured to participate. The approach is non-diagnostic and does not produce a clinical diagnosis or psychological report.
The digital sandtray is a supplementary support tool. It does not replace classroom instruction, clinical mental health therapy, or special education services.
3. Documentation: screenshots and session notes
At the end of a session, the counselor may save a screenshot of your student’s tray. This screenshot is:
- Stored only in your student’s secure counseling file at the school
- Subject to FERPA protections (see Section 7)
- Not shared with teachers, administrators, or other parents without your written permission, except as described in Section 6
- Not transmitted to or stored by Sandstories LLC — the platform does not collect or retain any session content
The counselor will also complete a session note documenting the session date, your student’s general state at arrival and close, themes observed, and a brief plan. Session notes do not describe in detail what your student said during the session.
4. Technology and data privacy
The Sandstories platform is a tool used by the counselor during sessions. Sandstories LLC does not store, collect, or have access to any session content, screenshots, or personally identifiable information from sessions. All session data exists only on the counselor’s device and in the school’s secure student records system.
5. Telehealth / virtual sessions (if applicable)
If your student is receiving services in a virtual or hybrid setting, the counselor may share the sandtray screen so your student can see it during the session. The sandtray is not a video conferencing tool and does not transmit audio or video. Your student’s image and voice are not captured by the sandtray software. A separate telehealth consent will be provided if applicable.
6. Limits of confidentiality
School counseling sessions are confidential within the school setting. Information will not be shared with parents, teachers, or other parties without your written consent, except:
- If the counselor has reasonable cause to suspect abuse, neglect, or exploitation of a child — this triggers a mandatory report to child protective services
- If your student discloses imminent intent to harm themselves or another person
- If disclosure is required by a court order or applicable law
- In an educational context, if sharing is necessary to address an immediate threat to health or safety (FERPA emergency exception)
The counselor will make every effort to discuss these situations with you as soon as safely possible.
7. FERPA notice (school settings)
In a school setting, your student’s counseling records are protected under the Family Educational Rights and Privacy Act (FERPA). You have the right to inspect your student’s education records. Note: Sole-possession counseling notes — records made only for the counselor’s personal use and not shared with others — may not be subject to FERPA inspection rights. Your school district’s records policy governs this distinction.
If your student receives services at both the school and an outside clinical provider, sharing information between those two settings requires a written release of information signed by you.
8. Student assent (ages 12+)
For students ages 12 and older, the counselor will explain the nature of sandtray sessions to the student directly and invite their verbal agreement to participate. Older students will not be compelled to use the sandtray if they decline. Both your consent as parent/guardian and the student’s assent are needed for ongoing participation.
9. Voluntary participation
Your student’s participation is entirely voluntary. You may withdraw consent at any time by contacting the school counselor in writing. Withdrawal of consent does not affect your student’s access to other school counseling services or their educational standing.
By signing below, I confirm that I am the parent or legal guardian of the student named below, I have read and understood this consent, and I agree to allow my student to participate in digital sandtray sessions under the terms described above.
Ray, D. C., Armstrong, S. A., Balkin, R. S., & Jayne, K. M. (2015). Child-centered play therapy in the schools: Review and meta-analysis. Psychology in the Schools, 52(2), 107–123.
How to use these templates
Fill in your practice or school name, clinician name, address, and contact number in the fields above the document. These populate the header automatically. Switch between the Adult and Parent/Guardian versions using the tabs above. When ready, click Print / Save as PDF — only the active version prints.
Most counselors keep a stack of pre-printed consents with just the practice header filled in, and complete the signature fields in person with the client or guardian. The body of the document should not be modified without legal review — if your setting requires different language, consult your district counsel or liability carrier.