CAPS

APPENDIX E - CRISIS ASSESSMENT INFORMATIONAL SHEET FOR STUDENTS

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Fri, 06/05/2015
Revised: 
Sun, 08/28/2011

APPENDIX B - WALK-OUT LETTER

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Wed, 06/03/2015
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: 
Fri, 08/26/2011
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: 
Mon, 08/22/2011
Revised: 
Sun, 08/28/2011
Policy: 

Brief Summary Description:

Under the direction of the Counseling and Psychological Services (CAPS) Director, the Case Manager provides mental health care and case management coordination and support, in collaboration with CAPS staff psychologists, psychiatrists, counselors, and UCSC Student Health Center providers.  The Case Manager provides services to other Student Affairs offices as necessary, coordinating CAPS services with the Student Health Center providers, Residential Life, the Colleges, and other Student Services units.

The Case Manager provides services designed to assist students in optimizing their educational experience and minimizing the impact of illness, injury and emotional distress on their academic careers by coordinating mental health care through a network of campus and community resources.  This person will work with a variety of Student Services units that serve students, as well as provide consultation services for faculty and staff in dealing with distressed students.

In discharging these duties the Case Manager is expected to be keenly sensitive to issues of gender, culture, race, ethnicity, sexual orientation, disabilities, etc. and to be skilled with techniques for counseling students with diverse backgrounds.

All the Case Manager's activities are performed within the limits of the standards and ethical principles of their professional organization, as well as applicable legal mandates for mental health professionals in the State of California. 

Qualifications include:

·         Expertise in clinical case management, and organizational skills necessary to implement a case management and tracking system

·         Demonstrated multicultural competence in mental health service provision.  Knowledge of how race, ethnic identity, gender, sexual orientation, disability, privilege and multiculturalism relate to psychological service delivery in a university setting

·         Experience providing service to a young adult population

·         Demonstrated expertise in crisis assessment, crisis intervention, and crisis management

·         Demonstrated ability to conduct brief psychotherapy

VII.B.iv COUNSELING PSYCHOLOGIST II

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Mon, 08/22/2011
Revised: 
Sun, 08/28/2011
Policy: 

Counseling Psychologists are typically assigned to one of the colleges where they maintain an office and provide clinical services (intakes, ongoing counseling, phone triage), supervision, outreach, and consultation.  Staff also have some central responsibilities including crisis shifts, phone triage, and committee participation. Positions are generally for 11 months although in some cases positions are for 10 or 12 months.

Brief Summary Description

The Counseling Psychologist II reports to the Director of CAPS and is assigned duties by the Director as specified herein.  In discharging these duties the CP II is expected to be keenly sensitive to issues of gender, class, sexual orientation, and disability.  Additionally, the CP II is expected to have some cultural competencies and expertise in working with students from diverse personal and socio-cultural backgrounds.  All counseling and consultation/outreach activities performed by the CP II are held to the highest ethical standards and legal mandates for mental health professionals in the state of California. In addition to the duties mentioned above, CP II positions can emphasize various areas of expertise in areas such as serving multicultural populations, graduate student issues, behavioral health/wellness, and other areas as the student population changes and requires additional areas of expertise to meet their needs.

Statement of Duties

Clinical Services (60%)

a.      Provides brief counseling and psychotherapy for students (individual and couples) with a broad range of psychological issues.

b.      Provides consultation for students, faculty and staff regarding issues that affect the development and psychological well being of students in the university community.

         c.         Provides screening, assessments, crisis intervention and case management as needed.

e.      Conductsgroup counseling and psychotherapy.

f.       Other counseling/clinical duties as assigned including the number of central intake hours allocated according to FTE status.

Community Psychology/Outreach Services (40%)

a.      Functions as a community psychologist and a consultant to faculty, staff and other units on campus regarding students' concerns (e.g. identity development, interpersonal issues, values clarification and goals setting, enhancing the quality of and the learning environment of the campus). Acts as a liaison to different campus units (eop, GLBTIQ office, etc)

b.      Participates regularly in a cooperative and professional manner in efforts to maintain and upgrade the quality of the unit's service.

c.      Participates in the development and implementation of assigned outreach projects (e.g. teaching, workshops, data analysis, program development, etc.).

d.      Performs consultation and liaison functions with psychiatrists, physicians, and off-campus mental health professionals, social service agencies and community resources regarding students and/or mental health issues. 

e.      Other community/outreach duties as assigned.

Supervision and training of pre-doctoral psychology interns

a.      Provide clinical supervision.

b.      Co-facilitate groups and outreach activities with interns.

c.      Provide training and educational seminars for pre-doctoral interns.

d.      Other training duties as assigned.

VII.B.iii TRAINING DIRECTOR / ASSOCIATE DIRECTOR

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

Classification Title:     Associate Director/Training Director, MSP I .92 FTE, 11 Months

Brief Summary Description:

The Associate Director/Training Director reports to the Director of CAPS and is responsible for the administration, planning and evaluation of an APA Pre-doctoral Internship Program.  The Associate Director/Training Director’s position is held to the highest ethical standards and legal mandates for mental health professionals in the state of California.  It is the responsibility of the Associate Director/Training Director to provide leadership and management that support the mission of CAPS.

Statement of Duties:

Management/Leadership (60%)

1.     General administration of an APA Pre-doctoral Internship Program.

2.     Design, coordinate and schedule intern seminars and the training program, conduct the weekly Intern Seminar.

3.     Liaison with interns’ home programs.

4.     Administers intern recruitment and selection.

5.     Conduct intern clinical supervision.

6.     Coordinate the staff professional development training.

7.     Keeps abreast of APA criteria, revising the training program, preparing the APA self-study and site visit, writing the annual APA report.

8.     Scheduling and setting the agenda for the twice a month meeting with the Training Committee.

9.     Contributes to the evaluation of each intern.

10.   Oversees and supervises post-doctoral fellows and unlicensed staff

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

12.   Assists the Director in assigned tasks.

13.   During the Director’s absence, shares management duties with the Associate   Director/Clinical Director.

Counseling/Clinical (20%)

1.      Provides individual and group counseling, and phone triage as needed.

2.      Consults with CAPS staff, Psychiatry staff, and Student Health Center staff regarding student mental health issues.

3.      Maintains professional relationships with public and private mental health agencies as well as with private practice providers who accept CAPS referrals.

Community Psychology/Outreach (20%)

1.      Initiates planning and implementation of programs such as peer education/counseling that serve as primary and secondary prevention in the campus community.

2.      Participates in campus outreach activities such as student/parent orientations.

3.      Participates in co-curricular activities such as Student Success and/or College Core Courses that focus on primary prevention.

4.      Disseminates literature and research studies for the staff that focus on community psychological interventions.

VII.B.ii CLINICAL DIRECTOR / ASSOCIATE DIRECTOR

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Mon, 08/15/2011
Revised: 
Sun, 08/28/2011
Policy: 

Classification Title:  Associate Director/Clinical Director, MSP I 1 FTE, 12 Months

Brief Summary Description:

The Associate Director/Clinical Director reports to the Director of CAPS and supervises the provision of psychological services, including Crisis Consultation/Assessment Services, individual, and group counseling; oversees program planning and resource allocation for psychological services. It is the responsibility of the Associate Director/Clinical Director to provide leadership and management of CAPS’ clinical programs and services that supports the mission of CAPS.  The Associate Director/Clinical Director’s position is held to the highest ethical standards and legal mandates for mental health professionals in the state of California. 

Statement of Duties:

Management/Leadership (50 %)

1.      Develops and monitors policies and procedures for the delivery of psychological services   for crisis services, intake, individual and group counseling services. 

2.      Consults with the Director, Training Director, and Lead Psychiatrist regarding clinical issues. 

3.      Participates in the CAPS management committee (Director, Associate Director, and Lead Psychiatrist) and coordinates with counseling staff to review objectives and day-to-day operations, and to discuss policy and procedural issues for psychological services

4.      Develops communication and liaison with faculty, administrators and campus staff for concerns related to counseling issues. 

5.      Provides information on unit services, policies, and procedures to University staff and faculty to increase understanding and appropriate utilization of CAPS services.

6.      Meets with counseling staff regularly to ensure understanding of work assignments and objectives; provide guidance, consultation, and direction as needed. 

7.      Consults with the Director concerning the coordination of counseling staff scheduling. 

8.      Works directly with Office Manager to monitor daily and future scheduling, and to provide clinical direction for situations requiring immediate response.

9.      Participates in the recruitment and selection of psychological services staff. 

10.  Actively supports and implements the UCSC Affirmative Action Program by demonstrating efforts to diversify staff in all selection and promotional opportunities.

11.        During the Director’s absence, shares management duties with the Associate   Director/Training Director.

Crisis Management (20%)

1.      Supervises crisis services, including consultation or supervision of urgent crisis cases seen by the CAPS staff member on duty.

2.      Works collaboratively with the Lead Psychiatrist and Medical Director of the Student Health Services regarding crisis cases and referrals.

3.      Works collaboratively with the Campus Chief of Police or designated police personnel with crisis cases needing law enforcement involvement.

Counseling/Clinical (10%)

1.      Provides individual or group counseling, and phone triage as needed.

2.      Consults with CAPS staff, Psychiatry staff, and Student Health Center staff regarding student mental health issues.

3.      Maintains professional relationships with public and private mental health agencies as well as with private practice providers who accept CAPS referrals.

Community Psychology/Outreach/Teaching (20%)

1.      Initiates planning and implementation of programs such as peer education/counseling that serves as primary and secondary prevention in the campus community.

2.      Participates in campus outreach activities such as student/parent orientations.

3.      Participates in co-curricular activities such as Student Success and/or College Core Courses that focus on primary prevention.

         4.       Disseminates literature and research studies for the staff that focus on community psychological interventions.

VII.B.i DIRECTOR

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Mon, 08/22/2011
Revised: 
Sun, 08/28/2011
Policy: 

Classification Title:  Director, MSP III

FTE  1.0 12 Months

Brief Summary Description:

The Director of CAPS reports directly to Mary Knudtson, Executive Director of Student Health Services. and is responsible for the administration, planning and evaluation of counseling programs and services including supervision of the professional and administrative staff.  The Director’s position is held to the highest ethical standards and legal mandates for mental health professionals in the state of California.

It is the responsibility of the Director to provide leadership and management that support the mission of CAPS.  The mission of CAPS is to support UCSC students in achieving their personal and educational goals by providing a broad range of counseling and campus community services and programs.

Statement of Duties:

Management/ Leadership (70%)

1.      Is responsible for the general management of CAPS as well as professional and administrative staff supervision.

2.      Represents the interests of CAPS to the Student Services Administration.

3.      Maintains and develops policies and procedures for CAPS.

4.      Manages and proposes the CAPS budget.

5.      Maintains existing programs and initiates development of new programs and services as needed.

6.      Develops short and long term planning and communicates them to the Executive Director of Student Health Services

7.      Initiates new staff hiring, supervises and reviews the job performance of the professional and administrative staff.

8.      Responsible for CAPS adherence to appropriate professional standards, including the American Psychological Association, the California Psychological Association, OCCDHE guidelines, University of California policies and procedures for clinical and administrative duties, and for applicable state and federal laws.

9.      Consults the colleges and other appropriate Student Affairs and academic units regarding the psychosocial and developmental needs of students in the campus community.

10.    Consults with UCSC staff and faculty regarding student mental health issues.

11.    Maintains and develops methods for students' and other feedback and evaluation of CAPS programs and services.

12.    Leadership roles in appropriate professional and community organizations.

13.    Takes leadership in providing opportunities for continuing education for the professional staff, particularly in the area of multicultural competence, as well as training and development for the administrative staff.

14.    Responsible for adherence to the professional standards as determined by accreditation of the International Association of Counseling Services (IACS).

15.    Participates as a core member of the CARE Team responsible for addressing students of concern.

Crisis Consultation (10%)

1.      Consults on crisis services, including consultation or supervision of urgent crisis cases seen by the CAPS staff member on duty.

2.      Works collaboratively with the Lead Psychiatrist and Medical Director of the Student Health Services regarding crisis cases.

3.      Works collaboratively with the Campus Chief of Police or designated police personnel with crisis cases needing law enforcement involvement.

Counseling/Clinical (10%)

1.        Provides individual or group counseling as needed.

2.        Consults with CAPS staff, Psychiatry staff, and Student Health Services staff regarding student mental health issues.

3.        Maintains professional relationships with public and private mental health agencies as well as with private practice providers who accept CAPS referrals.

Community Psychology/Outreach (10%)

1.      Initiates planning and implementation of programs that serve as primary and secondary prevention in the campus community.

2.      Participates in campus outreach activities such as student/parent orientations.

3.      Participates in co-curricular activities such as Student Success and/or College Core Courses that focus on primary prevention.

4.      Disseminates literature and research studies for the staff that focus on community psychological interventions.

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