CAPS

VII.B.iv COUNSELING PSYCHOLOGIST II *

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Tue, 05/08/2018
Revised: 
Tue, 05/08/2018
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.

 

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 SENIOR ASSOCIATE DIRECTOR *

Effective Date: 
Tue, 09/01/2015
Reviewed: 
Tue, 05/08/2018
Revised: 
Tue, 05/08/2018

VII.B.i DIRECTOR *

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Tue, 05/08/2018
Revised: 
Tue, 05/08/2018
Attached File: 

VII.B CAPS JOB DESCRIPTIONS

Effective Date: 
Mon, 06/04/2012

VI.C RESPONSIBILITIES OF TRAINING STAFF *

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Mon, 02/05/2018
Revised: 
Mon, 02/05/2018
Policy: 

1.  Duties of Primary Supervisors:

a.     Supervising all of the intern's and postdoctoral trainee's clinical work, such as individual, couples psychotherapy, intakes and crisis intervention.  This involves both the training of interns and postdocs and monitoring the clients' welfare.  Supervision also involves observing if the intern/postdocs is qualified or experienced enough to manage specific clinical issues.

b.     Responsible for all of the intern's and postdocs's professional activities and providing back up to the intern/postdocs at all times.  If the primary supervisor is unavailable and another back up has not been set, an intern or postdocs can contact a CAPS management team member for assistance.

c.     Helping the intern or postdocs set training goals and training plans.

d.    Monitoring the intern's/postdocs's record keeping and signing off on IA reports, case notes, group notes, and termination summaries.

e.     Evaluating the intern's progress quarterly, using Intern Quarterly Evaluation form and providing the feedback to the intern.

f.     Evaluating the postdoctoral trainee's progress twice a year, using the Postdoctoral Clinical Trainee Evaluation form and providing the feedback to the postdocs.

g.     Attending and contributing to the Quarterly Trainee Feedback/Evaluation meetings.

h.     Providing timely and early feedback to the Senior Associate Director/Director of Training and intern/postdoc in case of significant concern about an intern or postdoc's  progress, performance, professionalism or adjustment.

i.     Supervising outreach and consultation activities.

2.   Duties of the Secondary Supervisor (just for doctoral interns):

a.     Supervise a percentage of the intern's clinical load.

b.     Provide specialty supervision focusing on a topical area, theoretical orientation or professional development.

c.     Evaluate intern's progress quarterly and provide feedback to the intern.

d.    Attend and contribute to the Quarterly Trainee Feedback/Evaluation meetings.

e.     Provide timely and early feedback to the Senior Associate Director/Director of Training, primary supervisor and intern in case of significant concern about an intern's progress, performance, professionalism or adjustment.

3.   Other Professional Training Staff:

Other professional staff may be involved in intern and postdoc's training through several means:  co-facilitating groups with interns or postdocs; serving as the intern's crisis supervisor during their assigned crisis shift; facilitating Intern Training Seminars; providing consultation about a specific case; consulting about or co-facilitating an outreach program or consultation with an intern or postdoc; serving as a co-therapist with an intern in IA or crisis intervention, or in couples therapy.  In each of these arenas, the supervisor's responsibilities include:

a.     Supervision of the service being provided, including training for the intern and monitoring client welfare.

b.     If co-facilitating a therapy or support group, must meet with the intern or postdoc for one-half hour immediately following the group or the next day to provide supervision to the intern about the group experience.

c.     Attend and contribute to the Quarterly Trainee Feedback/Evaluation meetings.

d.    Provide timely and early feedback to the Senior Associate Director/Director of Training and primary supervisor in the case of significant concern about an intern/postdoc's progress, performance, professionalism or adjustment.

VI.B GENERAL CLINICAL POLICIES FOR INTERNS AND POSTDOCTORAL FELLOWS *

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Mon, 02/05/2018
Revised: 
Mon, 02/05/2018
Policy: 

Clinical Services:

A.    Scheduling appointments:

Initial assessements (IAs) are scheduled by the front office staff in the central office.  Each intern and postdoctoral clinical trainee will provide 3-4 timeslots for IAs each week.  These timeslots will stay the same during the quarter, but can be changed from quarter to quarter if preferred.  Follow-up counseling sessions are scheduled by each CAPS staff member, including interns and fellows, into their electronic health record schedule.

CAPS doctoral interns amd postdocs must keep their scheduled counseling appointments with clients unless otherwise arranged.  If an intern or fellow is ill or has an important personal matter that requires canceling a counseling appointment, every effort should be made to notify the client beforehand and reschedule the appointment.  If it is not possible to notify the client in advance, the intern or fellow can ask the Central Office staff to notify the client that the appointment is cancelled.  It is the responsibility of the CAPS intern or fellow to make every effort to reschedule the appointment as soon as possible

B.     Emergency Clinical Consultation:

When providing counseling to clients in your office, there may be times you will need immediate crisis consultation.  Please use the following order to seek consultation from a senior staff member:

1.    Appropriate Supervisor (primary or secondary)

2.     Any backup management team member

3.     Staff on Crisis Services for the day

C.    Consultation When Conducting Crisis Services in Central Office for Doctoral Interns:

When interns are conducting their crisis services shift, they work closely with a senior staff member.  The senior staff member who is paired with the intern on crisis services will provide consultation and assistance to the intern during their shift.  Each quarter a schedule is developed with assigned crisis staff.  When you need consultation during your crisis services shift, please use the following order for consultation:

1.    Crisis staff paired with intern

2.     CAPS Management team member

3.     Call Central Office for assistance in locating an available staff member

D.    Criteria for Consultation when on Crisis Duty for Interns and Postdoctoral clinical trainees:

All interns and post-docs must check-in with their crisis back-up or CAPS management team member prior to finalizing the crisis plan with the student.  Please seek consultation at any time when you are on crisis duty by consulting with your crisis team member. We utilize a team approach when conducting crisis intervention at CAPS.  We would rather you consult more than less in order to get assistance for safety and risk assessment, referral resources, and complex decisions.

1.      Always consult in the following situations:

         a.) Safety issues with client - moderate or high risk clients, which can include:

         b.)  Danger to self, danger to others, or gravely disabled; self harm behaviors.

         c.)  Severe substance use/abuse.

         d.)   Presence of any psychotic symptoms that impair judgment and functioning.

         e).   Suicidal ideation without a plan, but has previous attempts, significant stressors.

         f).    Decisions and procedures for voluntary and involuntary hospitalization.

         g).   Medical issues present:  serious substance use/abuse, eating disorders, cutting or other self harm behaviors.

         h).   Child abuse or Tarasoff reporting issues.

          i).   If you need assistance about whether to refer to Psychiatry or the Health Center for a medication referral.

          j).   Complicated presenting symptoms.

          k).  Questions about minors.

          l.)    Any questions about referrals.

E.     Immediate Emergency Assistance:

1.    Use the panic button located in your office

2.     Dial 911

3.     Call Central office and say "Please cancel my appointment with Dr. Arnold".  The front office staff will ask if you need the police called, or need immediate consultation.  You may use this safety code if you feel you need immediate emergency assistance but do not think it is appropriate to verbalize that in front of the client.

F.     Hours for Providing Clinical Services

1.    Interns and postdocs provide clinical services between the hours of 8:00 AM through 5:00 PM when CAPS staff are on campus.

2.     Interns and postdocss do not provide clinical services after hours unless they are providing conjoint services with a senior staff member, such as co-facilitating a group.

3.     If a CAPS staff who co-facilitates a group during the day  (8-5 PM) with an intern will be absent, the following should occur:

·         Discuss with intern their readiness with facilitating the group on their own; and

·         The CAPS staff will contact a CAPS staff member to serve as backup for the intern; the backup person must be on campus and accessible (interruptible) during the group time period for the intern.

4.    If a CAPS staff member who co-facilitates a group after 5 PM with an intern will be absent, the group will have to be canceled.  Interns do not provide clinical services before 8 AM or after 5 PM without a licensed clinical staff present.

5.     If an intern or postdoc is out of the office, they must inform the Central Office to have their clinical appointments cancelled and rescheduled.

G.    Clinical Reports:

CAPS uses the electronic health record system, Point and Click (PnC), for all clinical documentation. All interns and postdocs are required to complete clinical write-ups for each client, including IA reports, crisis assessments, case notes, group therapy notes, and termination reports by using the templates connected with each visit type listed above in PnC for clinical documentation.  All clinical documentation must be consistent with the Record Keeping Guidelines of the American Psychological Association (December 2007), which can be found in appendix Section XVIII.  Interns and postdocs will receive training on utilizing PnC during orientation training and in individual and group supervision.

1.    Initial Assessment Reports:

CAPS uses the standard PnC template for client IA reports

2.     Case Notes:

Interns and postdocss will consult with their supervisors regarding appropriate case note format to use in the basic PnC template for case notes.

3.    Termination Reports:

CAPS uses a standard PnC template for client termination reports.

4.    Crisis Services Documentation:

CAPS uses a standard PnC template for crisis services documentation.

5.     Couples Notes:

CAPS uses a standard PnC template for couples clinical documentation.

H.    Informing Clients about Supervision and Confidentiality:

Consistent with the California State Board of Psychology regulations, supervisors must inform the intern's or postdoctoral trainee's clients about their status as supervisors.  This requirement is implemented by interns and postdocs  informing clients about their training status in CAPS in the first session.  Interns and postdocs are required to give each client a "Supervisory Disclosure Form" (See Appendix D) and discuss with the client their training status and confidentiality, and provide the client with the name, license number, and phone number of their supervisor. The client signs the Supervisory Disclosure form, which is scanned into the client's PnC clinical file.

I.  Interns and postdoctoral trainees may work in their offices after 5 PM for general administrative tasks. 

J.  All  interns and postdoctoral trianeess are expected to adhere to organizational policies, including state and federal guidelines such as The Health Insurance Portability and Accountability Act (HIPAA) and OSHA.  They participate in new employee orientation, which explains these guidelines.

VI.A SUMMARY OF TRAINING PROGRAMS *

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Mon, 02/05/2018
Revised: 
Mon, 02/05/2018
Policy: 

Counseling and Psychological Services offers an APA Accredited Doctoral Internship Program in Health Services Psychology to three doctoral students in Counseling and Clinical Psychology who are advanced to candidacy, and are interested in developing clinical, outreach, and consultation skills with a university student population.  The program is a full-time twelve-month internship. The internship program is a member of the Association of Predoctoral and Postdoctoral Internship Centers (APPIC).

Psychology interns in CAPS provide brief individual and group therapy, initial assessment and case management, crisis intervention, outreach programming, and consultation to the University community. Psychology interns are supervised in accordance with California State licensing laws in psychology, APA accreditation guidelines, and APPIC criteria.

Counseling and Psychological Services also provides 12 month full time Postdoctoral Clinical Trainee positions. The postdoctoral fellows provide brief individual and group therapy, crisis intervention and case management, ADHD assessment, and outreach and consultation to a diverse college student population.

V.C ACADEMIC COURSES

Effective Date: 
Fri, 08/01/2008
Reviewed: 
Thu, 02/01/2018
Revised: 
Thu, 02/01/2018
Policy: 

From time to time, CAPS staff members offer courses sponsored by colleges or by the Psychology Department in areas such as multiculturalism, academic success, or department course.  If these courses are conducted during normal business hours, when staff are scheduled to work, any compensation forthcoming should come to CAPS.  Staff need permission of the Director to engage in these services.  Any courses taught in the evening or weekend are at the discretion of the staff member, provided there is no conflict of interest.

V.B OUTREACH AND CONSULTATION - SERVICES *

Effective Date: 
Mon, 08/01/2011
Reviewed: 
Tue, 04/17/2018
Revised: 
Tue, 04/17/2018
Policy: 

Outreach services to the UCSC community include workshops, seminars, trainings, debriefings, mediations, presentations, organizational development and consultations.

  • Staff, faculty and students may make direct requests for these services either to the Director, Senior Associate Director, Counseling Psychologist or Psychology Intern.
  • Whenever possible a request should be submitted at least three weeks in advance.  This does not include consultations, crisis debriefings and mediations.
  • For workshops, trainings and presentations CAPS asks that there is a minimum of ten participants.
  • Outreach and consultation services are offered on a recharge basis when requested by units or individuals who do not provide direct services to UCSC students.  Staff includes interns.

Consultations are provided to members of the university community at their request.  These might include requesting input on individual or groups of students, advice on program development, or input on a developing campus issue.

As neither outreach or consultations concern identified CAPS clients, these services are not documented in the medical record.  Requests for consultation on identified clients are considered collateral contacts and should be documented as such.

In the event that a student is identified during an outreach service who requires immediate services, the situation should be triaged by the CAPS staff person on site, and responded to as indicated.  This might include calling campus police, directing the student to our crisis service, or instructing the student how to schedule a phone triage appointment.

If possible, staff should ask students to complete a written evaluation (Appendix O) of any workshop or training they provide.

 

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