Missouri Valley College Counseling Center Policy and Procedures

Missouri Valley College Counseling Center Policy and Procedures 500 E College St. Marshall, MO 65340 660-831-4139 660-831-4071 Adopted: August 2012 MVC Counseling Center Policy and Procedure Manual Page 1

Table of Contents Mission Statement..3 Goals of the Counseling Center..3 Office of Student Affairs 3 About this Manual...4 Program Accessibility.5 MVC Counseling Center Hours of Operation 5 Procedures for Receiving Services.6 Confidentiality 7-8 Counseling Code of Ethics.9 Description of Services 10-11 Crisis Intervention 12 Screening for Admission to a Hospital.12 Procedure during Counseling Center Hours...12-13 Protocol for Suicidal Attempts/Gestures...13-14 Services to Immediately Dangerous Students.. 14 Supporting Student Medical Leave. 14-15 Supporting Special Accommodations for Students. 15 Retention of Client Files...16 Documentation and Clinical Files...16-17 Scope of Practice.....18-19 Referral Services... 20 Termination of Services....21 Missed Appointments ( No Shows )... 21 Maintaining the Counseling Center Website 22 Use of Electronic Email 22 Forms 23 MVC Counseling Center Policy and Procedure Manual Page 2

Mission Statement The Missouri Valley College Counseling Center supports the academic mission of the College by providing services and programs designed to help students maintain their emotional well-being in order to achieve their educational success. Our mission is inspired by the values of compassion, diversity, social responsibility, integrity, and accountability of individual students while also focusing on the milieu of the entire campus community. Goals of the Counseling Center Provide counseling and/or referrals for personal and academic concerns for the college community. Provide crisis intervention/emergency counseling for students as warranted. Support the learning and retention of students through appropriate treatment and/or referral. Focus on areas of prevention on campus through education, communication, and crisis intervention. Office of Student Affairs Missouri Valley College Counseling Services is a part of Student Affairs. The Office of Student affairs is responsible for co-curricular life. Its programs and policies are founded on the belief that life outside the classroom influences a student's growth and development as much as the academic experience. Programs reflect the importance of the residential nature of the College. The process of self-governance in residence halls encourages students to resolve conflicts and to learn how to live effectively in a community. These programs are diversified, but all support the idea that education is a process of intellectual and social growth and change. MVC Counseling Center Policy and Procedure Manual Page 3

About This Manual: This policy manual was approved on August 6, 2012. This manual is designed to explain some of the services available through the Missouri Valley College Counseling Center; however, this manual is not all inclusive. When revisions are made to this manual, corrected pages may be removed and replaced with the most current information. This document will be on file with the Counseling Center. To receive this document in an alternative format, please contact Rachel Mayfield in the Counseling Center (660-831- 4139). This document is also available on the Missouri Valley College Home Page (www.moval.edu). Click Offices, find Counseling Center and click. Once you enter this page, click on the Policy and Procedures Manual link. MVC Counseling Center Policy and Procedure Manual Page 4

Section A Program Accessibility The goal of the Counseling Center is to work collaboratively with students, academic divisions, departments, individual faculty members, student services, and other pertinent departments of the institution to enhance student's academic, personal, and career success. Counseling services and referrals are available to all regularly enrolled students, faculty members, and staff at Missouri Valley College. No additional charges or fees are collected for the services offered by the Counseling Center. Students include all persons in the following categories: a. All students enrolled in undergraduate/graduate programs sponsored by the College. Faculty and Staff include all persons in the following categories: a. Part-time and full time individuals who are currently employed by Missouri Valley College. b. Administrative/professional and support staff **REFERRALS will be given to all faculty and staff members for outside services. The MVC Counseling Center will not see faculty and staff for counseling sessions. MVC Counseling Center Hours of Operation Generally, the Counseling Center is open Monday through Friday from 8:00 AM to 4:00 PM (usually by appointment) from the arrival of students for the Fall semester until the end of May term. Hours are limited during breaks such as winter break and spring break. Appointments are recommended for all counseling sessions to be sure a counselor is available. Counseling appointments are made in one-hour increments. The actual length of time for a counseling appointment is 45 minutes. This allows the counselor time for documentation of the previous appointment, and to prepare for the next appointment. After hours and weekends: Students are instructed to contact campus safety if there is an emergency. Campus Safety will make contact with the counseling center staff, if necessary. MVC Counseling Center Policy and Procedure Manual Page 5

Section B Procedures for Receiving Services I. SCHEDULING OF APPOINTMENTS It is preferred that clients schedule appointments with the Counselor to ensure that they are seen in a timely manner and that the Counselor is available to assist them. Clients can initiate an appointment with the Counselor by in-person contact, email, or by telephone. II. WALK-IN CLIENTS Clients with appointments take precedence over walk-in clients. Clients seeking counseling services on a walk-in basis will be seen on a first come, first served basis. Clients with less urgent needs are encouraged to schedule an appointment to ensure that they are seen in a timely manner. **MVC Counseling Center does not offer court-mandated or forensically oriented services. MVC Counseling Center Policy and Procedure Manual Page 6

Section C Confidentiality Every client (at intake) will be presented with the Counseling Center's Consent for Treatment Policy. The client's signature will signify that he/she has read the policy. When obtaining informed consent to counseling, the Counselor must inform the client as early as is feasible in the therapeutic relationship about the nature and the anticipated course of counseling, involvement of third parties, the limits of confidentiality, and to provide sufficient opportunity for the client to ask questions and to receive answers. When the Counseling Center believes that a client poses a clear and present danger to himself/herself and/or to others, the Counseling Center may selectively release information, without the client's consent, to aid in the care and protection of the client or the endangered others. When the Counseling Center has reasonable cause to suspect that a child (a person under 18 years of age) has been subjected to child maltreatment, which may involve abuse, sexual abuse, neglect, sexual exploitation or abandonment, as defined by Missouri law, the Counseling Center may selectively release information, without the client's consent, to aid in the care and protection of that child. The Counseling Center is further required by Missouri law to report this information to Family and Children's Services. Also, the Counseling Center is required to report elderly abuse and abuse of a vulnerable adult. The Family Educational Rights and Privacy Act of 1974 (FERPA) provides that student records maintained by physicians, psychologists, psychiatrists, or other recognized professionals and paraprofessionals are not educational records. Therefore, client files do not become part of any permanent record at the College, but are the property of the Counseling Center. Clients may review their records, in the presence of a Counseling Center staff member, upon written request. The request and the fact that a review occurred will be entered in the client's record. Clients may receive copies of the record. The request and the fact that a copy of the records were given will be documented in the client s file. The client file of a person who is not a student, including but not limited to, a staff member, faculty member, etc., is not an educational record. The file is accessible to the client. Missouri law recognizes the privilege that attaches to the counselor-client and psychologist-client relationship. The privilege is extended to only licensed counselors and psychologists. Should the Counseling Center receive a subpoena for client records, the college legal counsel will be consulted prior to taking any action. Clients will be notified in advance, if at all possible, of any compliance with a court order, state or federal law that might require disclosure of client records. MVC Counseling Center Policy and Procedure Manual Page 7

The Authorization for Release of Information form will be used when a client desires for counseling information to be shared with a third party. The client's consent must be informed. The Counselor who is expected to release information must discuss the positive and negative consequences, actual and potential, associated with the release of information. Section D Codes of Ethics The Ethical Principles of Psychologists and Code of Conduct enacted by the American Psychological Association (APA) as well as the American Counseling Association (ACA) serve as the primary guidelines for professional behavior in the Counseling Center. All MVC Counselors are expected to be familiar with and adhere to these principles in practice. Any interested parties should go to http://www.apa.org/ethics/code2002.html#10_01 to access the code of ethics of the APA. The code of ethics for the American Counselor Association can be found at http://www.counseling.org/resources/codeofethics/tp/home/ct2.aspx, click on 2005 ACA Code of Ethics. MVC Counseling Center Policy and Procedure Manual Page 8

Section E Description of Services I. PERSONAL COUNSELING The Counselor can assist with a wide variety of personal difficulties, such as self-esteem, depression, anxiety, sexual identity, relationship conflicts, and growing up in a dysfunctional family. Personal counseling is designed to assist the student in learning coping skills that will help him/her function positively in the academic environment. Referrals for the above services may also be provided to the student. II. CAREER COUNSELING Early career planning is crucial in assisting students to find jobs that are a good fit. Career counseling and planning will assist the students in matching their specific skills and preferences to specific types of work/careers so that they can build the career that they want. The Counselor can also assist with resume preparation, job interviewing skills and practice, as well as provide information regarding job opportunities. Choosing a career/major can be overwhelming for many students. Career counseling services are designed to assist the students in exploring career aptitudes and interests, determine career values, and to learn more about specific job requirements and opportunities for employment. The MVC Counseling Center offers individual counseling as well as assessments to assist the students in identifying their career interests. III. ACADEMIC COUNSELING Academic counseling exists to assist students with issues that affect their ability to learn. Test preparation and test anxiety are two of the most common problems that students encounter in this area. The Counselor can assist students in learning strategies to overcome test anxiety as well as develop better study habits/test taking skills. IV. SERVICES TO FACULTY AND STAFF Referrals for counseling services are also available to assist faculty and staff members with issues of a personal nature. The same confidentiality standards that apply to students also apply to faculty and staff members. V. MANDATED CASES MVC Counseling Center only accepts mandated evaluation cases from the Dean of Students, Athletic Director/Assistant Athletic Director, and/or the Chief Academic Officer. a. The Counseling Center s staff only provides information relating to students mandated evaluation sessions to the Dean of Students, Athletic Director/Assistant Athletic Director, and/or Chief Academic Officer when students provide their written consent. MVC Counseling Center Policy and Procedure Manual Page 9

The only exception occurs when a student presents a clear and imminent danger to self or others then the Counseling Center s staff actively work with the Dean of Students, Athletic Director/Assistant Athletic Director, and Chief Academic Officer to address the potential danger. Students who decline to provide the Counseling Center s staff with permission to provide the Dean of Students, Athletic Director/Assistant Athletic Director, and/or Chief Academic Officer with information relating to their participation in mandated evaluation sessions face potential consequences from the Dean of Students, Athletic Director/Assistant Athletic Director, and/or Chief Academic Officer, such as removal from campus, removal from athletic teams, etc. b. When students give written consent to the Counseling Center s staff to relay to the Dean of Students, Athletic Director/Assistant Athletic Director, and/or Chief Academic Officer information about their mandated sessions, the only information the deans insist on receiving relates to (1) students actual attendance for the assessment session(s) and (2) information that has a bearing on students danger to themselves or others. This does not at all preclude the possibility of the deans, students, and the Counseling Center s staff agreeing that other pertinent information can be released, but the deans do not implement sanctions based on students decisions to allow or not allow the release of such additional information. c. Any communication between the Counseling Center s staff and the Dean of Students, Athletic Director/Assistant Athletic Director, and/or the Chief Academic Officer about students mandated evaluation sessions will also involve the student in question. Thus, for example, the communication may take place during a face-to-face meeting with the that Dean of Students, Athletic Director/Assistant Athletic Director, and/or the Chief Academic Officer also includes the student, or may take the form of a telephone call made in the student s presence by means of a speaker telephone, or may take the form of a memorandum reviewed in advance by the student and/or copied to the student. *Alternatives for students mandated to participate in counseling Any students mandated by the Dean of Students, Athletic Director/Assistant Athletic Director, and/or the Chief Academic Officer to participate in an evaluation session(s) at the Counseling Center are also afforded the alternative of securing evaluations from appropriate licensed mental health professionals in the community. *Dissemination of this policy to students A copy of this policy is provided by the Counseling Center to all students participating in mandatory evaluation sessions. MVC Counseling Center Policy and Procedure Manual Page 10

Section F Crisis Intervention Crisis intervention is a service offered to students who are in serious or immediate emotional distress. Counseling staff are available to handle emergencies such as suicide attempts, suicidal ideation, reports of rape or attempted rape, physical assaults, and other types of crises. Students in a crisis can visit or call the Counseling Center during regular business hours at 660-631-4139. Students can also contact Public Safety at 660-831-4228. After hours during the week or on weekends, call Public Safety at 660-815-0111 or 911. A. Screening for Admission to a Hospital A person is a clear and present danger to himself/herself/others if: A) The person has inflicted serious bodily injury on himself/herself or has attempted suicide or serious self-injury and there is a reasonable probability that such conduct will be repeated if admission is not ordered; or B) The person has threatened to inflict serious bodily injury on himself/herself and there is a reasonable probability that such conduct will occur if admission is not ordered; or C) The person's behavior demonstrates that he/she so lacks the capacity to care for his/her own welfare that there is a reasonable probability of death, serious bodily injury, or serious physical or mental debilitation if admission is not ordered; or D) The person has inflicted, attempted to inflict, or threatened to inflict serious bodily harm on another, and there is a reasonable probability that such conduct will occur if admission is not ordered B. Procedures during Counseling Center hours (8:00am-5:00pm) 1. Consult with Counseling Staff member when possible 2. If hospitalization is recommended, initiate the following procedures a. Call local mental health clinic/hospital (1) Give your name, position, and MVC Counseling Center (2) State that you "want to refer someone whom we consider an emergency" (3) Ask to speak to the mental health professional who is 'on-call' 3. Have information about client collected: name, address, nature and duration of problem, SS#, permanent address, next of kin needed for admission 4. Speak with mental health professional and include why you feel the client needs to be hospitalized. 5. Arrange transportation with campus safety/ambulance to hospital a. If client is volatile, inform mental health professional (1) Public Safety and/or counselor will arrange transport to hospital. (2) Evaluation by mental health professional and/or doctor will be conducted at hospital. 6. Evaluation a. Client taken to local hospital b. Mental health professional will decide whether or not to facilitate longterm hospitalization in a mental health facility. MVC Counseling Center Policy and Procedure Manual Page 11

(1) If long-term hospitalization is recommended, and no current beds are available, a member of law enforcement will be contacted to transport client to a long-term mental health hospital/facility. (2) If hospitalization is not recommended, the mental health professional in collaboration with MVC Counseling staff member will suggest alternatives. Protocol for Suicide Attempts or Gestures For the purpose of this policy, suicide is the purposeful act of causing one s own death; attempted suicide is any act, threat, or gesture in which a person engages in life threatening behavior(s) with the intent of jeopardizing his/her life; and threatening suicide is any expression of intent to seriously harm oneself or take one s life. When a student has made any kind of a suicide attempt, suicide gesture or has threatened suicide, our first and primary concern is for the student s health and safety. There is not always a clear dividing line between an attempt and a gesture and we take both very seriously. Steps. If any member of the college community becomes aware of a suicide attempt, suicide gesture or threat we take the following steps: a. If the attempt/gesture has just occurred, Public Safety will call an ambulance to the scene and also contact the Counseling Center staff. The Counseling Center staff and/or Public Safety will contact the Dean of Students who will assist in assessing the situation and then he/she will contact other members of the professional staff for assistance as needed. b. The Dean of Students or someone he/she delegates will phone the student s emergency contact and explain the situation and ask that a parent, guardian or other responsible adult come to Marshall as soon as possible. Meanwhile, the Counseling Center staff may be contacted if assistance is needed to advocate for the student s admittance to the hospital. c. The Dean of Students will meet with the family member when he/she arrives at MVC. If the student suggests and would benefit from a voluntary medical leave, the paperwork will be completed by the Dean of Students. MVC does not discriminate on the basis of disability, including mental illness. MVC recognizes its ability to discipline or dismiss students that pose direct threats to others, but will not discipline or dismiss a student based on direct threats to self alone. d. In order to return to school, the student must have a psychological assessment and an on-going treatment plan that will allow them to be successful in a rigorous, residential, academic community. A letter will be given to the student that outlines this. The letter will state that the Counseling Center and the Dean of Students will review the recommendations and the Dean will make the decision if/when the student is able to return. e. If the college becomes aware of a student s suicide attempt or gesture some time after the act, then the Dean of Students will interview the student in consultation with a member of the Counseling Center staff to determine what action, if any, is necessary. The student may be asked to obtain a psychological assessment and an ongoing treatment plan in order to continue to be an active student. MVC Counseling Center Policy and Procedure Manual Page 12

Coordination. Our efforts following a suicide attempt or suicide gesture will be coordinated by the Dean of Students. Documentation. Documentation regarding the suicide attempt, threat or suicide gesture should be placed in the student s mental health record with information regarding the college s follow-up activities. Services to Imminently Dangerous Students a. In managing cases where imminent danger to a student or someone else is at issue, Counseling Center staff will act to minimize the danger in consultation with their professional colleagues. Should center colleagues be unavailable, staff will seek professional consultation with other colleagues. b. In keeping with professional ethics codes and legal requirements, maintaining the safety of students and others takes precedence over maintaining the confidentiality of clients. Even so, in the event of a necessary disclosure of confidential information, only information vital to contributing to safety will be disclosed, and then only to persons in a position to make appropriate use of the information. c. In most circumstances, the Dean of Students and the families of significantly suicidal or dangerous students will be notified of the situation so that they can provide support and help in making decisions about the student. The rationale for notifying or not notifying the deans and families in these circumstances will be carefully documented in students files. The Dean of Students will contact families of suicidal or dangerous students unless the counselor involved has a previous relationship with the family. d. Careful and prompt documentation will be made of consultations secured and steps taken to minimize danger. Supporting Student Medical Leaves a. The Counseling Center staff support student medical leaves from Missouri Valley College when significant psychological problems (e.g., clinical depression) or personal concerns (e.g., serious illness in family) have markedly undermined a student s ability to function academically. The decision to grant a medical leave, however, is ultimately the responsibility of the Missouri Valley College administration. b. The Counseling Center staff will document their support of a student s medical leave in the student s counseling folder. With the student s written permission, this documentation may be shared with the Dean of Student Affairs. Supporting Special Accommodations for Students a. The Counseling Center staff support a student s request for special accommodations (e.g., reductions in course loads, particular housing arrangements, and the like) when significant psychological problems (e.g., clinical depression) or personal concerns (e.g., serious illness or disability) have markedly undermined the student s ability to function, and when allowing the accommodation may significantly improve the student s functioning. MVC Counseling Center Policy and Procedure Manual Page 13

b. The decision to grant such accommodations, however, is never in the hands of the Counseling Center staff, and is always in the hands of the relevant MVC department or entity (e.g., Chief Academic Officer, Dean of Students, ADA Coordinator). c. The Counseling Center staff will document their support of a student s request for special accommodation in a memorandum addressed to the relevant decision maker. The student will sign a release form allowing for the memorandum, and will receive a copy of the memorandum. MVC Counseling Center Policy and Procedure Manual Page 14

Section G Retention of Client Files Client files will be maintained for a period of 7 years following the last contact with a client. At the end of the 7 year period, files will be destroyed. A record of destroyed files will be maintained by the MVC Counseling Center. This record shall include the client name, date of last contact, and date file was destroyed. IF a student is a minor when they seek services, the guardian of that student must complete initial paperwork. Documentation of Services and Clinical Files a. All counseling services provided to MVC undergraduate/graduate students will be documented in student counseling files. Hard paper copies of such documentation will be placed in the student files as soon as such documentation is available. b. All hard copy documentation of services and other confidential information will be kept in filing cabinets in a locked room in the Counseling Center. No student files will be removed from the premises, unless required by a court order or some other extraordinary circumstance. c. Students will complete the New Client Information Sheet at the time of their first session each academic year. d. Students will read the Consent for Services form and if in agreement, will sign and date the form at the time of their first session. e. Progress notes will be completed within 24 hours of services. Progress notes will include subjective and objective observations, assessment of need, and a plan for future services. f. Documentation of couples counseling will be made in each student s individual file. References to a student s romantic partner in such documentation should be limited to a non-specific euphemism (i.e., partner, boyfriend, etc.) or to the partner s first name, so that the partner s identity will maintain some degree of confidentiality in the event the student s treatment documentation is released (i.e., by court order, or by some other appropriate means). g. Missed, canceled, or rescheduled appointments require a brief note by the counselor indicating what occurred. If a counselor sends a student a letter or e-mail relating to the appointment, a copy of the correspondence may substitute for the note documenting the missed, cancelled, or rescheduled appointment. h. Documentation of emergency or other services provided after regular working hours will be completed as soon as practically possible, using the Progress Note form. The original form will be kept in the student s counseling file (if applicable). MVC Counseling Center Policy and Procedure Manual Page 15

i. Documentation of any student s permission to release confidential information will be made using Counseling Center s release form. The original will be kept in the student s counseling file. j. Copies of any correspondence (including e-mail messages) with or about clients will be included in student counseling files. k. All documentation of services completed by counselors will include a signature block with the documenting counselor s name, degree, and professional licensure. l. Clinical files will be organized in chronological order such that the most current documents will appear on top. MVC Counseling Center Policy and Procedure Manual Page 16

Section H Counseling Center s Scope of Practice MVC Counseling Center provides short-term/brief supportive individual counseling free of charge for currently enrolled undergraduate/graduate students of the college. Group counseling may also be provided according to students needs. These services are provided by licensed mental health professionals and supervised graduate student interns. Services are designed to assist students with a number of concerns and to enhance their ability to be more effective and successful in their academic and personal lives. Due to limited resources, a model of brief, goals-oriented counseling is used by the Counseling Center. On average, a student is seen for 3 sessions per semester, with a maximum of 6-8 sessions per semester. Students who need longterm or more intensive services will be referred to community resources. Students are responsible for the cost of these off-campus services. Referrals will be made with students needs in mind, after meeting with a MVC counselor, who will follow up with students to assure that a good referral was made. All students are eligible for MVC s crisis intervention services. Counseling Services provides the following: a. Crisis intervention. b. Short-term counseling for such matters as: anxiety, depression, loneliness, identity, stress management, time management, eating concerns, alcohol/drug use/abuse, relationship concerns, grief and loss, family stress, sexual orientation, homesickness, college-related transition, developmental issues, and personal growth and development. c. Assistance for students who have been diagnosed with one or more long-term psychiatric conditions for referrals to off-campus resources, work on time-limited focused goals, and crisis. d. Skills development for academic success, such as coping skills, self-esteem work, stress management, time management, motivational skills, and reduction of performance-related anxiety (such as test anxiety). e. Support and counseling for students recovering from sexual assault and/or domestic violence. f. Assessment and referral to other campus resources, such as Health Services and the Learning Center, and referral to community resources, particularly for students whose presenting concerns are beyond the Counseling Center s scope of practice. g. Mental health consultation, education, and outreach programs for students, faculty, and staff. Limited Service The MVC Counseling Center does not provide long-term intensive counseling and psychotherapy. It is beyond the Counseling Center s scope of practice to provide ongoing counseling and psychotherapy for students who may be diagnosed with a variety of serious, long long-term psychiatric conditions, and individuals who appear to be a recurring high risk to themselves or to the Missouri Valley College community. Missouri Valley College Counseling Center does not prescribe or monitor psychotropic or any other medications. At students request, counselors will make a referral to MVC Health Services or a community physician for medication evaluation. MVC Counseling Center Policy and Procedure Manual Page 17

Students may be mandated for a counseling assessment by an external body (e.g. Student Affairs, Chief Academic Officer, Athletics). These students will be evaluated to ascertain personal motivation and goals for counseling. Students must have personal motivation and goals for counseling; if not, they may be referred to other campus or community resources. If the mandated goals are beyond the Counseling Center s scope of practice, students will be referred to appropriate resources off campus (e.g. alcohol/drug abuse treatment). MVC Counseling Center Policy and Procedure Manual Page 18

Section I Referral Services Students presenting to the Counseling Center with problems beyond the scope or qualifications of the staffed Counselors will be referred to the appropriate individual or agency for assistance. Examples of situations that might warrant a referral include but are not limited to: a. Students with psychiatric issues that are more appropriately handled by a mental health professional with preferred training. b. Students needing medication due to a mental health diagnosis c. Students needing long-term treatment; more than 6 sessions. d. Students with suicidal ideation e. A desired intervention/service is unavailable in the center; the service may be in lieu of, or in addition to counseling center services f. The student requests it to protect anonymity or is dissatisfied with counseling center treatment. Examples of services beyond those offered at the center include long-term counseling requiring multiple sessions each week or long-term weekly counseling; counseling for students with full-fledged eating disorders that require intensive medical, psychiatric, and/or nutritional services; long-term drug and alcohol assessment and treatment; and other similarly complex services as determined by the director of Counseling Services. The counselor will attempt to provide the client with all necessary information about the referral source (name, location, cost(s), hours, phone #, etc). Requests for information from the referral source will be honored when the Authorization for Release of Information form is completed by the client. Students who secure services in the community are responsible for paying for those services. Most community providers accept insurance. Some have a sliding scale fee schedule for students who do not have insurance for mental health services. MVC Counseling Center Policy and Procedure Manual Page 19

Section J Termination of Services Termination occurs when a client is no longer in a sustained relationship with the counselor. This can occur when the client a. has achieved the goals set forth in counseling b. left MVC (via withdrawal, graduation, or transfer) c. has been referred to other sources outside of the center d. does not 'show' for at least two appointments or e. makes repeated cancellations Clients Missed Appointments (No Shows) a. Any student who misses an appointment will typically be encouraged to reschedule the appointment, usually via e-mail. Any exceptions to this practice will be documented in the student s file. Exceptions might occur, for example, if a student has already received encouragement to reschedule after other recently missed appointments. b. In fairness to students wanting to secure timely services from the Counseling Center, students who miss an appointment without notifying the counselor will typically be allowed no more than one additional consecutive no show or three no shows in one semester before they become ineligible for services. Counselors will notify such students of their ineligibility via e-mail, with a copy placed in the student s counseling file. Any exceptions to this practice also will be documented in the student s file. Exceptions to this practice might occur, for example, with students who are a potential danger to themselves and are thus in dire need of services. This policy is clearly stated in the Consent for Services form that students complete at their first session. MVC Counseling Center Policy and Procedure Manual Page 20

Section K Maintaining the Counseling Center Office Maintaining the Counseling Center s Website Given the important and growing role Counseling Center website plays in informing students, parents, faculty, and staff about services, the Counseling Center will maintain a website. The Counseling Center aspires to have a comprehensive website that meets and sets national standards. The home page is located at http://www.moval.edu/offices/counseling/index.php Use of Electronic Mail a. All Counseling Center staff will employ an automatically generated signature on their MVC electronic mail. This signature will contain an advisory indicating that the confidentiality of messages sent via electronic mail cannot be assured. b. Counseling Center staff will only use electronic mail to communicate to students about relatively mundane matters such as scheduling an appointment, and will strive to minimize the confidential content of electronic mail messages sent to students. MVC Counseling Center Policy and Procedure Manual Page 21

Section L Forms 1. New Client Information Sheet 2. Client Contact Record 3. Privacy Standards 4. Consent for Services 5. Release of Information 6. Initial Assessment 7. Progress Note 8. Treatment Plan 9. Discharge/Transfer Summary 10. Mandated Counseling Policy MVC Counseling Center Policy and Procedure Manual Page 22