CAPS

II.U USE OF COUNSELING CENTER ASSESSMENT OF PSYCHOLOGICAL SYMPTOMS (CCAPS) *

Effective Date: 
Fri, 06/01/2018
Policy: 

The CCAPS instrument was developed by Counseling & Psychological Services at the University of Michigan in 2001 for the purpose of creating a high-quality, multi-dimensional assessment instrument that was affordable and clinically useful for college counseling centers. Based on this foundation, the current family of CCAPS instruments, clinical/administrative reports, and related research are managed by the Center for Collegiate Mental Health (CCMH), out of Penn State University, as a service to university and college counseling centers. The CCAPS instruments are intended to meet the clinical, research, and administrative needs of counseling centers while also contributing valuable information to the science of mental health in college students.

In addition to very strong psychometric properties and a balanced rational/empirical design that is highly relevant to clinical work in counseling centers, the CCAPS instruments provide regularly updated peer-based norms drawn from very large samples. For example, the current CCAPS norms (2015) are based on approximately 233,000 students seeking counseling services at institutions across the US. Because of the size and diversity of the norming group, clinicians can feel very confident that a scored CCAPS profile provides an up-to-date, relevant, and accurate evaluation. The CCAPS norms will be continually updated and improved as data becomes available.

The CCAPS-34 was released in September, 2009 and updated in 2012. It is a 34-item instrument with seven distinct subscales that are related to psychological symptoms and distress in college students, and incorporates the Distress Index. The CCAPS-34 takes approximately 2-3 minutes to complete, can be used as a brief assessment instrument at any point in treatment and, due to its brevity can be used for repeated measurements of clients at every session, a specific interval, or on a calendar basis. (The above information was adapted from the CCMH website: http://ccmh.psu.edu/ccaps-instruments/).

The University of California Counseling Centers have jointly agreed to utilize the CCAPS-34 as a repeated measure. Staff are expected to make every effort to have students complete the CCAPS-34 during the Initial Assessment, First-Follow-up, and each follow-up individual session thereafter.  Staff are expected to document that the CCAPS was reviewed, or the reason it was not completed, along with addressing any critical items that are endorsed, such as “I have thoughts of ending my life.”  Results of the assessment can be found in the “Scanned Documents” section of the EHR.

In addition to using this instrument to monitor critical items, staff are encouraged to note positive or negative trends over time and to use these data to adjust treatment planning.  CAPS management can use aggregated data to compare our students to national averages and our sister UCs.  These data can also be utilized to assess how students progress in various sub-categories overall while in treatment.

II.W INVOLVEMENT OF THIRD PARTIES IN TREATMENT *

Effective Date: 
Tue, 05/29/2018
Reviewed: 
Tue, 05/29/2018
Policy: 

Student consent is obtained for the coordination of care with family members and/or significant others who play a role in the plan of care or treatment of the student.  This is inclusive of family members, friends, or other campus constituents.  Specifically, if a student presents to a therapy appointment with a third party, a signed consent must be obtained prior to inclusion of the third party.  In the absence of a signed consent, no third party is allowed to participate (in person, by telephone, or any other communication means) if it involves verification that the student is in treatment or the sharing of any treatment information.  Exceptions to the above would be a health or safety emergency necessitating a FERPA exception. Information can be gleaned from a third party without a release in place.

IV.E SCREENING AND TESTING FOR ALCOHOL AND OTHER DRUGS.*

Effective Date: 
Wed, 05/16/2018
Policy: 

All students evaluated by Counseling and Psychological Services (CAPS) will be screened for their alcohol and other drug use based on questions during the Initial Assessment and and student responses on the Student Questionnaire.  Psychiatry staff will be screening for alcohol and other drug use during the Psychiatry Intake. 

After the initial visits with Counseling and Psychiatry, students should be re-assessed for alcohol and other drug use annually when the student fills out the Student Questionnaire and when there are clinical signs of alcohol and other drug use.

Psychiatry and Counseling providers should consider urine drug testing for the purposes of safety and diagnosis when there are physical and behavioral signs of alcohol and other drug use.

Although drug testing can be a useful tool for making clinical decisions, it should not be the only tool. When combined with a patient’s history, collateral information from a spouse or other family member (obtained with permission of the patient), questionnaires, biological markers, and a practitioner’s clinical judgment, drug testing provides information that:

Can affect clinical decisions on a patient’s substance use that affects other medical conditions

Can affect clinical decisions about pharmacotherapy, especially with controlled substances.

Increases the safety of prescribing medications by identifying the potential for overdose or serious drug interactions.

Helps clinicians assess patient use of opioids for chronic pain management or compliance with pharmacotherapy for opioid maintenance treatment for opioid use disorders.

Helps the clinician assess the efficacy of the treatment plan and the current level of care for chronic pain management and substance use disorders (SUDs).

Prevents dangerous medication interactions during surgery or other medical procedures.

Aids in screening, assessing, and diagnosing an SUD, although drug testing is not a definitive indication of an SUD.

Identifies women who are pregnant, or who want to become pregnant, and are using drugs or alcohol.

Monitors abstinence in a patient with a known SUD.

Verifies, contradicts, or adds to a patient’s self-report or family member’s report of substance use.
Identifies a relapse to substance use.

-adapted from:  Substance Abuse and Mental Health Services Administration. Clinical Drug Testing in Primary Care. Technical Assistance Publication (TAP) 32. HHS Publication No. (SMA) 12-4668. Rockville, MD: Substance Abuse and Mental Health Services Administration, 2012.

 

 

Procedure: 

At the initial Counseling and Psychiatry visit, inquire about the student’s alcohol and other drug use.  Review the student’s self-report in the Student Questionnaire.

The establishment of a culturally sensitive and confidential clinical environment is crucial to open discussions on alcohol and other drug use.  Inquire about the student’s beliefs and perception of alcohol and other drug use. 

At subsequent visits, inquire about the student’s alcohol and drug use if the student is exhibiting physical and behavioral signs, e.g., slurring of speech, lack of coordination, responding to hallucinations, or hyperkinetic movements. 

If the student is not willing or capable of discussing alcohol and other drug use, considering ordering a urine drug test to be completed at the Student Health Center laboratory or off-campus.  CAPS staff can ask Psychiatry staff to order a urine drug test.    

After the initial urine drug test, consider ordering urine drug tests during follow-up visits if the student continues to exhibit signs of substance abuse or is not engaging in treatment planning for substance abuse.

Whether students engage or not in treatment planning may involve trust in the provider.  The provider should actively create a confidential clinical environment that encourages honest reporting by the student.  The provider should also ask how the student’s ethnicity and culture may affect his or her understanding of substance abuse and the implications of drug testing. 

Key Points: 

Students should be screened for alcohol and other drug use at their initial visit, yearly, and as clinically indicated. 

Urine drug testing may yield important information to aid diagnosis and to ensure safety.

Urine drug testing should NOT take the place of discussions on how the student is using alcohol and other drugs. 

The establishment of a culturally competent and safe clinical environment by the provider allows for possibility of open discussions on alcohol and other drug use.

II.V CONFIDENTIALITY, PRIVACY. AND SAFETY *

Effective Date: 
Fri, 04/20/2018
Reviewed: 
Fri, 05/25/2018
Revised: 
Fri, 05/25/2018
Policy: 

Confidentiality:

In keeping with ethical standards of the CAPS mental health providers, as well as state (CMIA) and federal (FERPA) law, all services provided by CAPS staff are kept confidential except as noted in this policy.  All CAPS clients sign the CAPS Informed Consent Form (Appendix C) that details our confidentiality policy. This is also reviewed verbally with each new client. Aside from the exceptions noted herein, client information is only released with expressed written consent of the client (or their legal proxy).  Electronic data is kept confidential through established firewalls.

 

Potential Limits to Confidentiality:

CAPS staff consult with each other as needed about the best way to provide assistance. CAPS is part of the Student Health Services which provides integrative services for UCSC students.  To facilitate integrative care, medical providers at the Student Health Center (SHC) have access to counseling and psychiatry records, and CAPS providers have access to SHC medical records.  These are only accessed as needed to ensure quality care and in accordance with accepted professional practice. Also, Student Health Services management, pharmacists, nurses, dieticians, and registration/insurance/billing staff have access to CAPS records. Students have the right to opt out of sharing CAPS information with medical providers.

 

As required by mental health practice guidelines and current standards of care, CAPS keeps confidential records of counseling and psychiatry services.  CAPS may disclose minimally necessary information in a health or safety emergency.  CAPS professional staff have a legal responsibility to disclose client information without prior consent when there is an imminent risk that a student may harm themselves or others; when there is reasonable suspicion of abuse of children (including viewing child pornography online), dependent adults, or the elderly; if a student lacks the capacity to care for themselves; or when there is a valid court order for the disclosure of a file.

 

Privacy:

Every effort is made to ensure privacy by having individual sessions in private offices, using hangtags on office doors to indicate a session is in progress, not leaving Protected Health Information viewable to anyone who should not have access, and not using client’s full names or discussing clients by name in public places.  Where possible, clinical offices are on the second floor and adequate windows coverings are in place to ensure privacy. CAPS Central waiting area is separate and distinct from the Primary Care waiting area.

 

 

Safety:

CAPS strives to ensure the safety and security of staff, clients, and the organization.  All CAPS clinical offices are equipped with Panic Buttons that will summon the police in an emergency.  Safety procedures are in place to respond to potentially dangerous situations (see CAPS Policy I.C.-Emergency Procedures). If a counseling client in our central office is experience a medical emergency, medical staff can be quickly summoned through a Code Blue (See CAPS Policy I.C-Emergency Procedures).

 

II.V. Confidentiality, Privacy, and Safety *

Effective Date: 
Fri, 04/20/2018
Reviewed: 
Fri, 04/20/2018
Revised: 
Fri, 04/20/2018
Policy: 

Confidentiality:

In keeping with ethical standards of the CAPS mental health providers, as well as state (CMIA) and federal (FERPA) law, all services provided by CAPS staff are kept confidential except as noted in this policy.  All CAPS clients sign the CAPS Informed Form that details our confidentiality policy. This is also reviewed verbally with each new client. Aside from the exceptions noted herein, client information is only released with expressed written consent of the client (or their legal proxy).  Electronic data is kept confidential through established firewalls.

 

Potential Limits to Confidentiality:

CAPS staff consult with each other as needed about the best way to provide assistance. CAPS is part of the Student Health Services which provides integrative services for UCSC students.  To facilitate integrative care, medical providers at the Student Health Center (SHC) have access to counseling and psychiatry records, and CAPS providers have access to SHC medical records.  These are only accessed as needed to ensure quality care and in accordance with accepted professional practice. Also, Student Health Services management, pharmacists, nurses, dieticians, and registration/insurance/billing staff have access to CAPS records.  Students have the right to opt out of sharing CAPS information with medical providers.

 

As required by mental health practice guidelines and current standards of care, CAPS keeps confidential records of counseling and psychiatry services.  CAPS may disclose minimally necessary information in a health or safety emergency (FERPA Exception).  CAPS professional staff have a legal responsibility to disclose client information without prior consent when there is an imminent risk that a student may harm themselves or others; when there is reasonable suspicion of abuse of children (including viewing child pornography online), dependent adults, or the elderly; if a student lacks the capacity to care for themselves; or when there is a valid court order for the disclosure of a file.

 

Privacy:

Every effort is made to ensure privacy by having individual sessions in private offices, using hangtags on office doors to indicate a session is in progress, not leaving Protected Health Information viewable to anyone who should not have access, and not using client’s full names or discussing clients by name in public places.  Where possible, clinical offices are on the second floor and adequate windows coverings are in place to ensure privacy. CAPS Central waiting area is separate and distinct from the Primary Care waiting area.

 

 

Safety:

CAPS strives to ensure the safety and security of staff, clients, and the organization.  All CAPS clinical offices are equipped with Panic Buttons that will summon the police in an emergency.  Safety procedures are in place to respond to potentially dangerous situations (see CAPS Policy I.C.-Emergency Procedures). If a counseling client in our central office is experience a medical emergency, medical staff can be quickly summoned through a Code Blue.

 

APPENDIX O - OUTREACH EVALUATION *

Effective Date: 
Tue, 04/17/2018
Reviewed: 
Tue, 04/17/2018
Revised: 
Tue, 04/17/2018
Attached File: 

III.H TREATMENT PLANNING *

Effective Date: 
Wed, 01/31/2018
Reviewed: 
Thu, 07/05/2018
Revised: 
Thu, 07/05/2018
Policy: 

All students who are receiving ongoing clinical care for their mental health concerns should have a written treatment plan.  For counseling cases, the treatment plan should be established during the First Follow-up sessions.  For psychiatry cases, the treatment plan should be established during their initial assessment if the plan is to provide ongoing care. For cases involving both counseling and psychiatry, both should contribute to the plan.  A flowsheet is available in the following EHR templates: First Follow-up, additional follow-ups, and psychiatry sessions.  Students should be given the opportunity to collaborate with the clinician on the treatment planning and this should be documented on the flowsheet.  Flowsheet information populates automatically into subsequent notes.  Treatment plans should be updated as goals and objectives change or are achieved.  At termination of treatment, status of goal achievements should be documented.

Procedure: 

CAPS Treament Flowsheet contains the following items in the header:

Initial Treatment Plan Date:

Final Treatment Plan Date:

Total Number of Sessions:
Counselor:

The header can be edited.

The body of the treatment plan flowsheet contains the following items:
Date

Major Concern

Desired Results (Long Term Goals)

Instrumental Goals (Short Term Progress Indicators)

Therapeutic Interventions

Target Date

Completed Date

Additional Comments

Initials

The date of initiation of the goal will default to the date the note is being written rather than the date of service so clinicians need to change the date to the date of service when the treatment plan was established or changed.  The instrumental goals refer to changes we are working towards by students. Therapeutic interventions refers to what the clinican is doing in treatment.

Changes to existing goals can be accomplished by by clicking on the flowsheet tab on the left side of the screen.  Goals can be edited or deleted. Clinicians should check the student involvement box when students are involved. Every effort should be made to involve students in treatment plan development and changes.

When beginning a new bout of treatment, clinicians can click the "New Sheet" option in the flowsheet. The former treatment plan will be archived (they can be found under the flowsheet tab on the left side of the screen) and a new one can be begun.  This will not affect treatment plans that are embedded in notes that have already been signed off.

VII.G CAPS DAILY CLEANING *

Effective Date: 
Mon, 07/24/2017
Reviewed: 
Mon, 02/05/2018
Revised: 
Mon, 02/05/2018
Policy: 

This policy provides the guideline for the cleaning and disinfecting of the patient care areas in CAPS, as per the SHC's Infection Prevention and Control Program.

Procedure: 

The reception/waiting area and the counseling offices are subject to use by students, some of whom may be  ill or carriers of infectious/contagious conditions.  By nature of the patient traffic volume, fomite surfaces in these areas can be contaminated and become sources of infection to other patients and staff.

Basic cleaning is provided by the custodial staff from the Campus Facilities Department.  The cleaning contract specifies that the custodial staff will provide the following weekday services :

  • All restrooms are cleaned using approved cleaning agents/products
  • Floors are swept, mopped or vacuumed
  • Containers of non-hazardous trash are emptied
  • Less frequent cleaning, such as shampooing upholstery or cleaning window blinds is arranged by the SHC manager in conjunction with the Facilities staff

CAPS Reception staff are responsible for cleaning surface areas and equipment used in patient care. This cleaning is done daily, and as needed through out the day. Approved cleaning products are listed on the CAPS Cleaning Log and are in accordance with the SHC's Infection Contol Committee cleaning guidelines.

Daily cleaning includes but is not limited to: horizontal Reception surfaces (such as keyboard, mouse and desk), clipboards and pens, computer touch screens and touch pads, vital signs station equipment.

Private offices and other CAPS areas (such as kitchen, group room, scanning room, etc.) can be cleaned as needed, using the approved cleaning products listed on the log.

Key Points: 
  • In accordance with the SHC's Infection Prevention and Contol Program, daily cleaning in CAPS areas is done using approved cleaning products.
  • See Cleaning Log for details.
Attached File: 

VII.E CAPS ORIENTATION AND PROCTORING *

Effective Date: 
Mon, 06/08/2015
Reviewed: 
Thu, 02/01/2018
Revised: 
Tue, 06/21/2016
Policy: 

CAPS strives to ensure that all clinical services meet the highest possible standards. New clinical staff are hired after an in person interview and reference checks, and completing our credentialing process.  New staff complete online trainings (e.g. Sexual Harassment) and in person trainings (e.g. Confidentiality, Illness and Injury Prevention Plan).  Clinical staff meet with a supervisor or member of the CAPS management team to learn about our electronic health record, policies and procedures, and an overview of our clinical services.  Psychiatry staff are also oriented on laboratory and pharmacy services. New clinical staff are monitored closely to ensure clinical quality and thoroughness.  If significant clinical concerns surface, they are brought to the attention of the CAPS Director immediately.

Procedure: 

New staff are assigned a proctor to review their initial clinical work. Proctoring should begin as soon as possible, allowing for review of both initial assessment and ongoing treatment competency.  The proctor reviews documentation of thirty, face to face, clinical encounters using the counseling or psychiatry peer review form respectively.  Proctoring should be completed as soon as possible but should not extend past 90 days. Staff are given feedback on the results of this initial review period and additional training is provided if indicated.  If significant clinical concerns are identified, the proctoring period can be extended for an additional three months with additional chart review. Clinical staff in primary case management roles are similarly monitored at the outset of their employment.

APPENDIX J - LET'S TALK PROCEDURE *

Effective Date: 
Mon, 06/01/2015
Reviewed: 
Mon, 05/07/2018
Policy: 

 

  Philosophy

 Let's Talk is an outreach program designed to engage students by providing informal walk-in consultations with CAPS counselors at sites across campus.

Let’s Talk is intended to reach students in distress who might be unlikely to seek traditional mental health services at CAPS. This service is called "informal consultation" and is different from formal counseling. One difference relates to its accessibility. There is no clinical paperwork to fill out, no formal intake, no appointments, and no fees. Students are encouraged to drop by and talk about whatever is important to them, much as they might talk with a TA, residence hall director, or academic advisor and students can choose to remain anonymous if they prefer.  Let’s Talk is advertised to students as a 10-15 minute consultation.  However, CAPS staff may use their clinical judgment to lengthen the time of meeting with the student if necessary.  When the meeting lasts much longer than 15 minutes, staff should let the student know that this is an exception, since Let’s Talk is understood to be a brief consultation.

The goal of a Let’s Talk consultation in general is engagement. The clinician listens, empathizes, problem-solves, provides mental health and general health information, conducts informal needs assessments, offers advocacy and referrals, and -- most importantly -- plants the seeds of a relationship to facilitate the student seeking additional help if necessary. It is akin to the kind of pre-counseling conversation one might have with a student after giving a stress management presentation on campus. As such, it is not considered a "clinical" service.

A number of students are served by a one-time consultation. Others benefit from intermittent, as-needed visits. Some are referred to CAPS for treatment following a brief assessment. Having made a positive, informal first contact with a clinician is usually sufficient to mitigate any lingering barriers to accessing mental health services at CAPS.

Though Let's Talk is designed to be a short-term intervention, occasionally a student may visit more than once or twice when barriers are robust. For example, some students need more help than one visit can provide but find accessing services at the health center very uncomfortable. They may need multiple visits at Let's Talk to be ready to accept a referral. However, Let's Talk is not a substitute for regular counseling and should not be treated as such.

Though the primary mission of Let's Talk is to reach students who do not conventionally seek mental health services, many other students come simply because of the convenience and immediacy. A Let's Talk consultation can often head off a crisis before it happens, facilitate a quick referral to CAPS, and, in many cases, prevent the unnecessary use of CAPS intakes for students who need a simple, brief intervention.

Sites:

Let’s Talk is held at different locations across campus, with emphasis on reaching student communities who may have difficulties accessing traditional mental health services or have a hard time accessing CAPS because of tight schedules or geographic location.  Examples of target of student communities include students of color, first-generation college students, and students in Science, Technology, Engineering, and Math.  Despite the emphasis on hosting Let’s Talk at sites convenient to particular communities, every site is open to all UCSC students. Indeed, many students access a site for other reasons, including fit with one's schedule and interest in talking with a particular counselor. Students find out about counselors by reading their biographies and seeing their pictures on the Let's Talk website.

For a complete list of current Let's Talk sites and times, refer to the CAPS web site: http: caps.ucsc.edu

Procedures

Material Necessary when Conducting Let’s Talk:

Telephone. Most sites provide one for you.
Clock or watch for monitoring time.
Emergency phone numbers: CAPS (9-2628 for the front desk) and UCSC police (9-2345 Emergency; 9-4856 Dispatch).
CAPS laptop with remote access Point and Click
"Let's Talk FAQ"
“Let’s Talk Sign-in Sheet
"Let's Talk Busy Notice"*
"Let's Talk Leaving Early Notice"*
Billboards pointing students to location
5150 procedures, Crisis assessment form, 5150 form, informed consent form to be used only in an emergency.
Site Contact Person for support and to hang notices on door PRN
Advertising Post Card or Brochure

Information to Obtain from Students at Let’s Talk:

Ask students for first and last name at beginning of consultation time, and inform them of option to meet anonymously if they prefer.
After consultation is complete, if counselor has a student’s full name and it seems clinically appropriate, may check the student’s PNC record to see if any other action is warranted.   (For example, it might be appropriate to notify other CAPS staff of the student’s consultation with Let’s Talk. ROI is not needed since let’s talk is part of the CAPS services).

Documentation:

No documentation is required for Let’s Talk consultation meetings with a student.  Remember that let’s talk is considered an informal consultation and not a formal counseling session.
If the Let’s Talk counselor receives information about a student from a third party who has contacted Let’s Talk that may be useful to document in PnC, encourage that person to call the CAPS Crisis Counselor to relay that information.  The CAPS Crisis Counselor can then document in PnC using the Third Party Consultation note.
Let’s Talk counselors do not provide written documentation or case management for students. If a student is requesting written documentation, they should be preferred to phone triage and a formal intake.
Let’s talk counselor collects demographic data about each individual scene for consultation (see demographic sheet) which is aggregated at end of year.

Transferring Care to CAPS:

Once students have engaged with you, they may be interested in becoming a regular client at CAPS.

From the Let’s Talk Meeting, the counselor can schedule the student for a Phone Triage appointment in PnC. In the phone triage block on PnC, please note the student was referred from Let’s Talk.
A student must not be referred directly to an Intake appointment from Let’s talk. They must complete a phone triage because risk questions are not asked during a Let’s Talk contact.
A student may be scheduled for an in-person phone triage (versus phone triage) with the Lets Talk counselor at their office (not at the Let’s Talk location).
If the Let’s Talk Counselor is unable to schedule the Phone Triage appointment (via PNC or by phone with the front office), the student can contact the Central Office to schedule a Phone Triage appointment.

Informed Consent:

Because we do not consider Let's Talk a clinical service, students are not required to sign a "consent for treatment" and "limitations of confidentiality" statement.  Let’s Talk counselors do not have formal conversations about confidentiality at the beginning of the Let’s Talk consultation, as Let's Talk is akin to a conversation one might have with a student after a stress management outreach presentation

Students coming into Let’s Talk are provided a Professional Disclosure statement which describes the service and guidelines for confidentiality, but the student is not asked to sign this form. 
Students are encouraged to read the "Frequently Asked Questions" section of the Let's Talk website, which explains the difference between Let's Talk and formal counseling and outlines the limits of confidentiality. Counselors are also provided with a paper copy of the "Let's Talk FAQ"* to give to students as necessary.
It may be necessary to discuss and clarify the limits of confidentiality with a student utilizing a Let’s Talk consultation in certain circumstances. For example, if a student was on the verge of disclosing something that might require breaking confidentiality, the clinician would stop the process to discuss the issue.

Repeated Visits:

On average, the yearly average of Let’s Talk visits is one-to consultations per year.  Occasionally, a student may be reluctant to accept a referral to more formal counseling.

If a student continues to use Let’s Talk repeatedly (more than 2x per year):

Gently discourage the student from using Let’s Talk as a substitute for counseling
If a period of more extensive engagement with Let’s Talk let’s talk may be warranted, please consult with a member of the Let’s Talk team or management.

Assessing Risk:

Students who utilize Let’s Talk are not asked directly about suicide unless clinical judgment indicates it is warranted. Let’s Talk is not a clinical service and its goal is to provide access to students who may be reluctant to seek traditional mental health services because of its associated stigma.
For students who voluntarily reveal imminent risk, the student is referred to the Central Office for assessment in same day Crisis Services and asked to walk to the Central office at that time (the Let’s Talk counselor should call ahead and alert the on-call CAPS clinician).
In rare cases, the Let’s Talk Counselor may need to walk the student over, or call the Central Office for a CAPS clinician to come to the Let’s Talk location to assist in an on-site assessment.  Calling the campus Police is also an option in urgent cases.

Emergencies:

If the student is psychotic, actively suicidal or homicidal, or might warrant emergency help for other reasons, the following options can be utilized:

If the student needs immediate counseling follow-up but does not need hospitalization. Make a short-term safety and coping plan with the student and schedule a Priority CAPS Intake.
If the student may need hospitalization. If you are concerned that the student needs to be hospitalized:

Call the CAPS Central Office for consultation with management
The Let’s Talk counselor may need to walk the student over to the CAPS Central Office of Campus Police can be contacted for transport
Call the Central Office for a CAPS clinician or management to come to the Let’s Talk location to assist in an on-site assessment and possible hospitalization. .

Unexpectedly Leaving Early from Let’s Talk:

If you have to leave the site early, either to facilitate a hospitalization or for any other reason, leave a copy of the "Let's Talk Leaving Early Notice" on the door.

Absences from Let’s Talk:

Planned absences:

Contact your site to inform them you will be absent and forward a copy of the "Let's Talk Absence Notice" *.  Please have your contact person post the notice on the door of your site during the scheduled Let’s Talk hours

Unplanned absences:

When you call the CAPS front desk to inform them you will be out for the day, please ask them to contact your Let's Talk site. The front desk has a list of all sites and contact names.

Front desk guidelines for unplanned absences:

In the event a Let's Talk clinician calls in sick, please call the person listed under "contact in the event of absence" on the "Let's Talk Master List"* and inform them that Let’s Talk” will not be offered that day.

Follow up with an e-mail with the "Let's Talk Absence Notice"* attached. The contact person should post this on the door.

Responsibilities of Campus Offices Which Host Sites:

Provide an office for the scheduled Let’s Talk time;
Provide a phone, unless arrangements have been made for you to use your own cell phone
Have someone nearby in case of an emergency.  It's occasionally helpful to remind site personnel of this need; we can be easily forgotten in our offices as people go home for the day.

Let's Talk Documents:

All documents are also located in the "Let's Talk Administration" folder on the K drive.  Since the K: drive is not accessible at Let’s Talk sites, it is important that you bring these materials with you to the site.

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