CAPS

APPENDIX H - FRONT DESK SCRIPT FOR INITIAL ASSESSMENTS *

Effective Date: 
Tue, 05/08/2018
Reviewed: 
Tue, 05/08/2018
Revised: 
Tue, 05/08/2018

APPENDIX D - SUPERVISORY DISCLOSURE FORM *

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Wed, 02/21/2018
Revised: 
Thu, 08/14/2014

APPENDIX A - TRIAGE FORM

Effective Date: 
Mon, 09/06/2010
Reviewed: 
Tue, 05/19/2015
Revised: 
Tue, 05/19/2015

APPENDIX K - STAFF OFFICE LOCATIONS *

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Wed, 03/14/2018
Revised: 
Wed, 03/14/2018

CAPS Staff Office Locations

Blair Davis, Psy.D., 459-5883, Stevenson College, Room 208

The office is located in the Administration Building just across from the Stevenson Coffee House.  The stairwell is to the left and the office is on the second floor.

Julia Ragen, Psy.D., 502-8029, CAPS Porter Trailer

The  office is located in the CAPS Porter Trailer which is located on the meadow side of building D at Porter College, near the South (Squiggle) side of the building.

APPENDIX E - CRISIS ASSESSMENT INFORMATIONAL SHEET FOR STUDENTS

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Wed, 02/21/2018
Revised: 
Sun, 08/28/2011

APPENDIX B - WALK-OUT LETTER

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Wed, 02/21/2018
Revised: 
Wed, 06/03/2015

Dear Student:

Since you have reported one or more risk factors related to your personal safety, we highly recommend that you stay and meet with a clinician.  We strongly discourage you from leaving our office today before you have met with a clinician.

If  for some reason you decide to leave at this time, we encourage you to return to Counseling & Psychological Services (CAPS) as soon as possible.  CAPS walk-in crisis services are available during regular working hours which are 8 AM - 5 PM, Monday through Friday.

VII.B.viii POST-DOCTORAL FELLOW

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Mon, 08/01/2011
Revised: 
Sun, 08/28/2011
Policy: 

CLASSIFICATION TITLE:  1.0 FTE, 12 Months                          

Brief Summary Description

Under the supervision of licensed psychologists, the postdoctoral fellow provides brief individual and group therapy, crisis intervention, outreach and educational programming, and consultation to the university community.  Postdoctoral fellows are also required to attend regularly scheduled individual and group supervision, case conferences, and staff meetings.

Statement of Duties
Percent of duties will vary throughout the academic year. The fellow will carry out the following duties:

·         Brief individual and couples therapy

·         Intake assessment, case management, and referral

·         Psychotherapy and psycho-educational groups

·         Crisis intervention

·         Outreach and educational programming

·         Consultation

Skills, Knowledge and Abilities

1.      Completed Doctorate in Counseling or Clinical Psychology by the start of the fellowship

2.      Skills and expertise providing brief individual and group therapy

3.      Interest and experience working with a diverse college student population

4.      Experience and expertise in crisis intervention

5.      Preference is given to candidates who attended both an APA accredited internship and graduate program

VII.B.vii DOCTORAL INTERNS

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Wed, 05/27/2015
Revised: 
Wed, 05/27/2015
Policy: 

CLASSIFICATION TITLE:  Psychological Intern, 1.0 FTE, 12 Months    

Brief Summary Description:

Under supervision of licensed counseling psychologists, the doctoral interns will perform individual and group time-limited psychotherapy with students.  The interns will also be involved in outreach services to students, programmatic services, and consultation services to the university.  Interns will attend regularly scheduled Clinical Case Conferences, weekly training meetings, and some CAPS staff meetings.  Duties will include some psychological assessment and presentations to CAPS staff. 

Statement of Duties:  Percent of duties will vary throughout the academic year.

Skills, Knowledge and Abilities:

·         Currently enrolled in a regionally accredited doctoral program in Clinical or Counseling Psychology

·         Completed a minimum of 500 hours of supervised experience, including outpatient experience. 

·         Preferred students from APA approved doctoral programs at intern level. 

·         Prefer commitment to serving the needs of our diverse community.

VII.B.vi ADMINISTRATIVE STAFF *

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Tue, 05/08/2018
Revised: 
Sun, 08/28/2011
Policy: 

1.         Assistant to the Director/Office Manager

Classification Title:     Assistant to the Director/Office Manager 1.0 FTE 12 Months

Brief Summary Description:

Under general supervision performs a variety of responsible and complex administrative functions, providing staff support to the Director, as well as 9 counseling psychologists, 4 psychiatrists, 3 pre doctoral interns, 2 post-docs, and part-time, casual professional staff.

Statement of Duties: 

·         Assistant to the Director (35%)

·         Coordinates Director’s administrative and clinical affairs and all administrative activities of the CAPS staff, including making calendar appointments, arranging meetings, interacting on the Director’s behalf or redirecting individuals as appropriate.

·         Advises Director of potential problems involving students, staff, and campus/college matters.

·         Serves as liaison to individuals and other University wide units by interpreting and communicating Director’s decisions as necessary.

·         Assumes direct responsibility for Director’s correspondence, which includes reading, prioritizing, researching background information and making recommendations.  Responds independently to routine correspondence.  Researches and drafts a variety of more formal or specialized correspondence for Director’s signature.

·         Receives all incoming phone calls to the Director in his absence and assesses situation and interacts on his behalf or redirects as appropriate.

·         Participates in the CAPS Management Committee (Director, and Associate Directors, Lead Psychiatrist) as needed to discuss policy and procedural issues.

 

CAPS Office Manager (25%)

·         Coordinates information flow to and from CAPS unit.

·         Develops publicity for CAPS programs (flyers, brochures, pamphlets, posters)

·         Coordinates administrative affairs for CAPS staff, including scheduling appointments and meetings, etc.

·         Schedules CAPS group counseling program, arranges rooms, advertising, promotional materials.  Maintains and develops clinical forms and supplies for this program.

·         Coordinates all central clinical contact appointment schedules (intake assessments, on call and back up coverage, and phone triage.)   Collects, creates, and distributes schedules to staff and appropriate university community.

·         Maintains and distributes schedules and processes for complex staff and clinical meetings.

·         Maintains unit supplies and forms inventory, ordering, distributing.  

·         Works in conjunction with Forms committee to create (from design to actual production) all clinical forms.

·         Maintains working knowledge of campus and University wide policies and procedures pertaining to the administrative and clinical functions of the department.

·         Creates and maintains electronic files to track legal, clinical, and crisis interactions.

·         Determines the proper course of action in crisis situations, which requires independent and immediate judgment regarding degree of emergency or need regarding the best referral.

·         Assesses counseling needs of students and connects them with appropriate counselor.  Maintain knowledge of community resources for appropriate referral.

·         Supervises workflow of office support staff.

 

Budget Preparation/Accounting/Fiscal Control (15%)

·         Researches and prepares program reports.

·         Reviews and reconciles the general ledgers to the internal record keeping system, ensuring that all transactions are properly documented and conform to University rules and regulations.

·         Prepares reports for the Director, advising him of the status of these accounts and providing projections of unit spending to conform to allocated funds.

·         Has signature authority on all CAPS accounts.

·         Administers Psychological Testing Fund and process.  In compliance with internal control guidelines, maintains appropriate separation of duties when processing financial transactions.

·         Researches and prepares all unit’s fiscal and budget transactions.

·         Maintains current knowledge of University policy and forms to facilitate interactions with Service Center personnel and FIS/Banner/PPS requirements.

 

Personnel/Payroll (10%)

·         Manages the staff personnel process, implementing campus wide and system wide policies.

·         Informs Director of impending vacancies and recommends course of action.

·         Gives guidance to staff regarding the implementation of personnel policies and procedures.

·         Monitors and oversees the performance evaluation, merit review, and award process.

·         Initiate necessary paperwork for all personnel transactions within the unit.

·         Keeps all staff current on changes to personnel policies.

·         Ensures all staff time sheets are completed accurately.  Counsels personal regarding time reporting responsibilities to ensure timely and accurate exchange of information with Service Center Personnel. 

 

Report Preparation (10%)

 

·         Designs and implements the data collection process and analysis programs for complex reports.  This includes selecting and learning appropriate software programs.

·         Analyzes direct and indirect clinical service records and compiles for staff review.

·         Special projects as assigned.

 

·         Supervision (5%)

·         Responsible for recruiting and selecting staff who meet the requirements of the position.

·         Conduct appropriate and thorough job training.

·         Assign duties.

·         Supervise and conduct performance evaluations.

·         Provide professional development opportunities.

·         Achieve campus/departmental affirmative action goals and enhance staff diversity.

 

 

2.         COUNSELING ASSISTANT II

Classification Title:    Assistant II  1.0  FTE, 12 Months

Brief Summary Description:

Under general supervision performs a variety of responsible and complex functions, providing clerical/secretarial support to the Counseling and Psychological Services (CAPS) She schedules clinical appointments and triages emergency contacts with students.  Uses a high degree of individual initiative and problem solving skills, working both independently and under general direction.  Exercises good judgment and discretion in handling confidential situations and materials.  Responds flexibly and positively in all circumstances and works calmly under pressure, with the ability to manage her workload with frequent interruptions and changing deadlines.  Pays close attention to detail.

Statement of Duties:

Secretarial (30%)

·         Types correspondence and reports from draft.

·         Assembles, arranges photocopying, and distributes materials.

·         Maintains files for all internal unit affairs.

·         In compliance with internal control guidelines, maintains appropriate separation of duties when processing financial transactions.

·         Orders supplies and forms; processes various university forms.

·         Attends meetings as needed and takes notes.

·         Schedules appointments, sets up various meetings and maintains calendars.

·         Creates, updates and maintains various logs and reports to track work.

 

Reception, Appointments, and Resource Contact Duties (25%)

·         Acts as main contact for incoming calls to CAPS.

·         Provides information, takes messages, or redirects inquiries to staff or other campus units.  Performs these duties in adherence with confidentiality guidelines established for Counseling Centers.

·         Screens walk-in clients; assesses counseling needs and gathers information to determine proper referral and schedules appointments with clinical staff.

·         Using independent judgment, determines proper course of action in crisis situations; schedules emergency appointments; relays confidential information in an efficient manner to the appropriate persons.

·         Advises Director of potential problems involving students, staff, and campus/college matters.

·         Receives and directs visitors.

 

Consultation and Outreach Curriculum Support (5%)

·         Distributes advertising materials throughout the campus in a timely and efficient manner.

·         Maintains resource library files, researches and orders new materials as needed.

·         Does extensive internet research for special projects.

·         Develops and maintains computerized mailing lists.

 

Pre Doctoral Internship Program (20%)

·         Assists the Training Director in the administrative functioning of the program.

·         Types all training program correspondence, materials and forms.

·         Responds to inquiries from potential candidates.

·         Receives all incoming application materials from candidates and establishes application files.

·         Compiles data for statistical reporting to APA.

·         Maintains and updates the Pre Doctoral Internship Manual, Forms Manual and the Training Director's Administrative Manual.

 

Statistical Duties (15%)

·         Collects, collates and enters information from counseling intake forms into unit’s computer system.

·         Distributes student evaluation forms.

·         Compiles preliminary data for quarterly statistical reports from accountability records.

·         Develops statistical reports on special projects as required by staff.

 

Special Projects (5%)

·         Sets up audio/video equipment for taping individual and group counseling sessions.

·         Assumes responsibility for maintaining campus equipment inventory.

·         Assumes responsibility for inventory control of stock and forms, reordering as needed.

·         Transcribes taped materials.

·         Provides back up support to Assistant to the Director/Office Manager.

·         Special projects as needed.

VII.B.v CASE MANAGER *

Effective Date: 
Mon, 08/22/2011
Reviewed: 
Tue, 05/15/2018
Revised: 
Tue, 05/15/2018
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