Policies and Procedures
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Student Health Services
374 East Grand Avenue - MC 6740
Carbondale, Illinois 62901
Monday - Friday
8:00 a.m. - 4:30 p.m.
Policies and Procedures
- INTERN CONTRACTS
- PROFESSIONAL DEVELOPMENT
- OFFICE FUNCTIONS AND RESPONSIBILITIES
- COD – 24 hours
- Mandated Suicide Assessment Note – 24 hours
- Intakes – 24 hours
- Session Case Note – 48 hours
- Closing Reports – 1 Week
- Request for Extended Treatment – Between Session 10 – 13
- My computer
- P Drive
- Folder – AP Time Sheets
- PDF – Blank Time Sheet
- Complete the time sheet, sign and save in the appropriate folder (i.e., 2009 Time sheets, 2010 Time sheets, etc.)
- PDF – Blank Time Sheet
- OFFICE RESOURCES
Interns: Interns are employed as A/P staff on term contracts. Interns are expected to work a 40-hour work week in order to complete the minimum hours of experience required for internship. Additional hours may be necessary for interns in fulfilling competency areas. Many interns find they work 42 – 44 hours per week. The annual salary for the internship is $25,248.
Interns receive full A/P personnel benefits (health insurance – physical health, mental health, eye, dental; domestic partner benefits, retirement) and are entitled to all A/P rights and privileges sanctioned by the University, i.e., library privileges, access to Student Recreation Center through faculty passes which may be purchased, discounted tickets and group access numbers to business services, etc.
Staff are expected to be present at the Counseling and Psychological Services (CAPS) beginning at 8:00 a.m. until 5:00 p.m. with one hour for lunch. Staff are responsible for managing their own schedules and are encouraged to utilize flex time when possible if engaged in after-hours services. Examples of after-hours services include facilitating therapy groups, community service, presenting a workshop, etc.
Yearly vacation allotment: As university employees, interns are allotted 25 vacation days per year which must be used during the contract year. However, in order for the intern to meet to the 2000 hour requirement, only 10 days of vacation may be taken in the year.
Using vacation days: Prior to leaving CAPS for vacation, each staff member must fill out an absence request form to indicate the days s/he will be on vacation. In cases of extended vacation, the Director must be informed, and this form submitted, at least one week prior to leaving on vacation. Summer vacation requests must be given to the Director by mid-April, so that a master schedule of staff coverage can be planned for the summer months. Persons submitting vacation request earliest will be given first priority on their preferred vacation times.
Each staff member taking vacation time should designate responsibility for her/his duties on the absence request form. When on extended vacation leave, it is customary for an individual to designate “staff”. When taking individual vacation days, staff members are expected to arrange for specific individuals to cover responsibilities such as COD or clients. The CAPS Administrators (the Director, Training Director, and Chief Psychologist) will designate a specific staff person to function in their capacity during their vacation absences.
During periods of high vacation usage (mid-May through August; mid-December through mid-January), coverage for COD will be arranged by the Chief Psychologist. At no time can the Center be staffed by fewer than two staff members.
Interns are allotted 42 days of sick leave at the beginning of their contract. When an intern is ill, s/he must inform CAPS at the beginning of the day. To phone CAPS before 8:00 a.m., call the extension at the front desk, 453-6345, to inform the receptionist of illness. At that point, arrangements should be made to take care of scheduled appointments for the day. In cases of extended illness, interns should be in contact with the Director of Training to discuss length of illness and to arrange for coverage of appointments or commitments. When an intern is out for an illness, an absence form should be submitted to the Director the day that the staff member returns to the office.
Family illness: CAPS adheres to the policies of the University and the Family Leave Act regarding family leave. If childcare is involved in the illness, CAPS tries to be supportive. Interns should inform CAPS regarding family emergencies, make arrangements for their scheduled obligations, and may make up work missed or take sick days.
Forms for Taking Leave
Absence request forms: The Request for Vacation – Report of Absence with Pay form is a University form which interns must complete and submit whenever s/he is to be absent from the University, including vacation, illness, or professional development.
Policy on Dissertation Release Time: CAPS seeks to provide support for interns completing their dissertations during the internship and thus allows interns to contract for time to be working on their dissertations during the year. Interns may contract for 2 hours per week during the Fall, Spring and Summer semesters. This contracted time is to be used only for dissertation work. If the dissertation is complete, the two hours of time will be used toward direct service hours.
Professional Development Policy: Each intern receives 10 professional development days per year. These days may be used to attend conferences, workshops for professional development, job interviews, or visits back to home department for dissertation (collecting data, meeting with chair, prospectus, defense). When taking P.D. days, each intern must submit an absence form stating the days in which s/he will be absent from CAPS. Absence forms must be submitted prior to the time the staff member leaves, and the Director should be informed about plans for professional development leave at least one week prior to leaving. P.D. time is reported under “Other Absence with Pay” on the A/P absence request form prior to the absence. Professional Development time will not be approved unless all agency paperwork is in compliance with QAUR and coverage for COD is arranged.
Flex Time: Interns are encouraged to use flex time when working overtime on a consistent basis. For example, when running a group and processing from 5:00 until 7:00 each week, an intern has accumulated two hours of flex time. The intern is encouraged to leave two hours early or come in two hours late at some other point in that week after consulting with the Training Director.
Point and Click Schedules: Each intern is expected to complete a “master schedule” reflecting recurring appointments for the semester (e.g., seminars, supervision, meetings, groups, etc.) and weekly appointments. The Point and Click schedule will be used by the front desk staff to schedule clients, cancel appointments, and know when interns are available for phone calls. It is the responsibility of the intern to keep their Point and Click schedule accurate and up-to-date. The intern should check his/her schedule each morning and make any needed changes for the day. If an intern is to be out of CAPS during the day, the daily schedule should reflect the activity in which the intern is engaged (lunch, Drs Appt, meeting on campus for community intervention, etc.). The Point and Click Schedule allows the Director of Training to account for all hours worked during the internship year. These records will be used to document your 2000 over all hours and your 500 clinical hours at the end of the year.
Quality Assurance Utilization Review (QAUR): The CAPS Director is responsible for reviewing Senior Staff and Interns Point and Click Schedules and Task Lists on a weekly basis to assure that each clinical staff member is in compliance with QAUR standards.
Administrative/Professional Time Sheets: The State of Illinois requires AP staff to complete a monthly time sheet of how they spent their hours (i.e., University business, vacation, sick leave, Holiday/Administrative Closure, other absence with pay, Other absence without pay). The monthly time sheet needs to be completed by the 10th of the month (ex: Your August time sheet needs to be completed by September 10th). To complete the monthly AP Time Sheet follow this procedure:
State of Illinois Employee Ethics Test: Each fall, the State of Illinois requires state employees to complete an on-line ethics training. The test is typically administered in the month of October. Employees are typically given a two week time frame in which to complete this on-line training. The on-line training consists of reading information about laws governing ethical behavior for state employees and then taking a T/F or multiple choice test over the material covered. Failure to comply with this training results in financial penalties and sanctions.
Telephone/Fax Expenses: Each intern has a phone in their office and access to a printer, copier, and fax machine for university business.
Postage: Interns are expected to provide their own postage for dissertation and/or job search material. CAPS will provide postage for letters of recommendation written by staff members on behalf of interns.
Computer Equipment Usage: Each intern office has a computer. Interns are expected to use University computers, Internet searches, social networking sites, and email in a professional, responsible, and ethical manner.
Intern Manuals and Seminar Books: A copy of the internship training manual is given to each intern at the start of internship. Interns are also given copies of the DSM-V and books for use during seminars. At the end of the year, interns return the training manual and all books to the Training Director.
Policy on Providing Counseling Services After-Hours: All clients should be seen during the hours that CAPS is open, between 8:00 a.m. and 5:00 p.m. Monday – Thursday and 8:00 a.m. to 4:30 p.m. on Fridays during the fall and spring semesters.
Policy on Dress Code: CAPS is a professional service provider. We take pride in the quality of care that we provide to our students. We are aware that along with quality of care, the appearance of our facility and the professional appearance of our employees contribute to the image of CAPS. Our employees represent CAPS to the students, the administration, the parents and the community. It is imperative that our staff and trainees dress in a manner that reflects our quality of service and enhances confidence in our organization.
Staff and trainees are expected to wear clothing appropriate to a professional setting.
University Policies Relevant to Interns: The following policies are provided to educate interns of the rights and responsibilities. Interns are encouraged to use the Pre-doctoral Internship Due Process and Appeal Procedures. However, if this policy does not adequately address the intern’s concern, the following University policies may be used: