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Policy No. 7.5.01 Definitions:

A clinician-in-training is defined in terms of the following positions:  

• For the purposes of this document, all trainees, interns, doctoral trainees and doctoral interns will be referred to collectively as “clinicians-in-training” when applicable. 

Policy No. 7.5.02 Dress Code and Fragrance Policy:

The following are guidelines for dress and hygiene. They are to be applied equally to all employees. The guidelines are meant to be flexible. Cultural and religious beliefs that apply to dress and hygiene will always be honored. Business casual attire is acceptable; employees must always appear neat and professional, whether scheduled to meet with clients or not. When conducting formal presentations, meetings with administrative officials, or attending other campus meetings, more formal and traditional business attire may be required.   

Any clothing, jewelry, or tattoo that conveys a negative statement/sentiment toward a race, gender, sexual orientation, age, religion, disability, or is otherwise considered harassing or offensive is forbidden. 

CPS has a fragrance policy that includes the following: Use of air fresheners, plug-ins, candles, and other fragrance products is prohibited in Counseling and Psychological Services (CPS).  Personal care products such as cologne, perfume, aftershave lotions, scented lotions, fragrance hair products, and/or lar products are to be fragrance-free and applied prior to the start of the employee's shift. At no time should the personal care product be applied at work.  

Procedure:

• If a clinician-in-training is identified as not following this policy or in need of professional redirection regarding dress code and fragrance, their primary supervisor or ADT or TD will initiate a conversation about these concerns.
• If the concern persists, Section A8, Grievance and Due Process Guidelines, provides information on how this will be addressed by staff, the process for filing a grievance, and the process for disputing any action or decision made with regards to addressing unsatisfactory or problematic behavior.

Policy No. 7.5.03 Outside Employment for Doctoral Interns:

Due to the intensity of the internship year, interns are discouraged from seeking or maintaining outside employment. However, if an intern chooses to work outside of CPS, they must follow the procedures outlined below. 

Procedures:

• Outside employment may not interfere with the intern’s ability to perform their required duties at CPS and must not conflict with their regular work schedule (8am-5pm Monday through Friday, with after-hours responsibilities, attendance at campus events, etc.).
• Interns are expected to make significant progress towards completing their dissertation during their training year and outside employment should not interfere with this.
• If a doctoral intern decides to seek outside employment, they must first seek the approval of the TD prior to accepting a position and disclose any outside employment as soon as possible. 

Policy No. 7.5.04 Trainees/Employees Receiving Services at CPS:

To protect client confidentiality and avoid ethical dilemmas, guidelines exist regarding graduate students from mental health academic programs at Ģ����Ƶ University who may seek counseling services or training at CPS. 

Procedures:

• Students accepted for internship, practicum, GA, or contract work will not be eligible to receive clinical services at CPS during their training or employment at CPS.
• If the student chooses to seek services at CPS after completing employment/training, the identified clinical issues cannot be related to training/employment experiences received at CPS (e.g. grievances with another staff member or trainee).
• The file of a previous employee/trainee who is currently a CPS client will be restricted to the assigned clinician and that clinician’s supervisor (if applicable).
• If any master’s or doctoral student within the Counseling, Psychology or Social Work programs anticipates future training and/or employment at CPS, they should strongly consider seeking services elsewhere. If such a student attends a drop-in session and discloses this information, it is the drop-in clinician's responsibility to discuss potential conflicts for the student. Referrals to community resources will be provided as needed.
• If, due to financial or other constraints, graduate students from mental health training programs are unable to secure treatment elsewhere, CPS staff will bear in mind their potential future training opportunities when considering client assignment. Specifically, these students cannot be assigned to another clinician-in-training in any academic program, except doctoral psychology interns. They will also not be seen clinically by TD or ADT, and other staff in administrative roles, to avoid the future possibility of dual roles.
• If a former client is accepted for training or work placement at CPS, they should inform the ADT or TD promptly to minimize any dual roles. No CPS staff member will try to get information from the former client’s file, and it will be restricted. If the client’s former clinician is still an active staff member, the former client is encouraged to promptly initiate a conversation with that staff member to discuss any concerns and negotiate any role overlap.
• It is the staff member's responsibility to maintain the confidentiality of any former client, including the situation in which the former client is now clinician-in-training at CPS.  

Policy No. 7.5.05 Remote Access to Electronic Health Record:

When clinicians-in-training are authorized to work remotely, clinicians may be asked to access the CPS’s EHR while outside of the Center.  This policy is in accordance with Policy No. 4.41 Remote Access to Electronic Health Record in CPS’s Clinical Policies & Procedures. 

Procedures:

• When accessing the EHR outside of CPS, a clinician-in-training shall ensure they are in a private space, alone (i.e., with a closed door, no access to viewing your screen from a window, etc.)
• When accessing the EHR outside of CPS, a clinician-in-training shall ensure they log off when leaving the room and will never leave the computer/electronic device unattended when logged on to the EHR. 
• The clinician-in-training EHR activities are subject to audit, to support them in engaging in only necessary and appropriate EHR activities. 
• Access to EHR may be discontinued for a clinician-in-training at the direction of the Director, Clinical Director, and/or Training Director
• If staff and/or a clinician-in-training is contacting a current CPS client outside of CPS, the clinician must utilize Teams, Jabber on a computer to call from the CPS line or *67 to block the clinician’s number from being identified by the client. When possible, inform the client via email prior to the phone call that when the clinician calls, the phone call ID will appear as “Private Call”.    

Policy No. 7.5.06 Digital Recordings:

All clinicians-in-training are required to digitally record every client session for supervision purposes. Initial Consultation and Referral sessions are exempted from this requirement but may be recorded for training purposes with client consent. Other exceptions to this policy may be negotiated between clinicians-in-training and their primary supervisors.  

Procedures:

• Each recording must be stored securely in the clinician-in-training’s folder on the shared drive and labeled with the client’s identifying information (e.g. first name, initials) and the date of the session.
• Digital recordings of client sessions should not be stored anywhere other than the shared drive, such as on the desktop or on a flash drive, unless the supervisor initiates this request for a specific reason and the TD and ADT approves.
• Clinicians-in-training are encouraged to delete client recordings older than two weeks, unless the video is needed for program requirements, or another clinical reason as discussed with primary supervisor.
• While it may be agreed that it is the primary responsibility of the clinician-in-training to delete client recordings, it is the primary supervisor’s responsibility to ensure such files are deleted in a timely manner.
• By the end of their training experience, all clinician-in-trainings’ recordings will be deleted permanently from the shared drive. It is the responsibility of the individual supervisor to confirm that this task is completed by the clinician’s last day at CPS.  

Policy No. 7.5.07 Communication with Academic Department:

CPS may communicate with the academic departments of the clinicians-in-training during mid-year and final evaluations.   

Procedures:

• Prior to submitting evaluations of clinicians-in-training, CPS training staff will consult with the ADT/TD to collaborate on generating feedback around clinicians’ progress and recommendations.
• The ADT/TD and individual supervisors for the trainees and GAs may meet with representatives from the academic departments to discuss ongoing progress and evaluations twice per year.
• The ADT/TD will communicate with the academic department of the respective trainees and GAs regularly to discuss ongoing training concerns not directly related to evaluation. If supervisors have questions or concerns, they are expected to consult with the ADT/TD prior to any contact with a supervisee’s home program.
• For doctoral psychology interns, under normal circumstances, the home programs are contacted in writing three times during the internship year.
  • The first contact occurs when the intern accepts an offer from CPS. A letter will be sent to the Director of Clinical Training in the new intern’s program informing them of acceptance.
  • The second and third contacts occur after the midyear and end of the year evaluations, respectively. These reports include the intern’s progress in the program, a description of the training and service activities in which the intern engaged, and a summary of the evaluation reports written by the supervisors.
  • In the case that serious concerns are experienced about an intern, the home department is contacted early in the remediation process as outlined in the section on “Evaluation, Disciplinary Actions, Appeals and Grievances Procedures.” 

Policy No. 7.5.08 Remote Work for Clinicians-in-Training:

CPS may allow clinicians-in-training to provide telehealth services following the procedures below. 

Procedures:

• Individual supervisors are responsible for assessing their supervisee’s remote working environment prior to the clinician-in-training engaging in telehealth from their remote working site. Supervisors should assess background visible by webcam, lighting, noise, maintaining confidentiality if roommates/others are present, etc.
• GAs and trainees are eligible for remote work with the following conditions:
  • If clinician-in-training is needing to quarantine but is asymptomatic.
  • If weather conditions make it unsafe for clinician-in-training to come into the office, and university is still open.
  • If clinician-in-training has university accommodations that permit remote work.  This is coordinated in collaboration with Accessibility Services, TD, ADT, and Director.
• Doctoral psych interns, as full-time staff at CPS and in alignment with flex-work options available for other full-time employees, are eligible for remote work beginning in Spring Semester during their internship year.
  • The opportunity to work remotely will be determined in consultation with the TD and individual supervisor.
  • There may be reasons to rescind or alter agreements for remote work, such as supporting the intern in meeting internship requirements. 

Policy No. 7.5.09 Accessibility and Accommodations:

Trainees and doctoral interns have a right to request reasonable accommodations. CPS follows guidelines for accommodations following OHIO HR guidelines available here: Accessibility Services | Ģ����Ƶ University 

Policy No. 7.5.10 Non-Discrimination and Equity:

CPS follows guidelines established by OHIO regarding non-discrimination in the selection, evaluation, and training of trainees and interns. The policy can be found here.