Policies and Procedures
Vanguard University Counseling Center
55 Fair Drive, Costa Mesa, CA 92626
(714) 556-3610 ext. 5256
2010
PREFACE
The following summarizes guidelines for operation of the Vanguard
Counseling Center. The contents are reviewed and additions and/or
revisions are made periodically as needed.
This document was initially written to conform to the Accreditation
Standards for University and College Counseling Centers outlined by the
International Association of Counseling Services.
The Vanguard University Counseling Center is not currently accredited by
IACS.
Revised May 28, 2010
By Beth Lorance, Psy.D., Director
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Contents
PREFACE........................................................................................................................................... 1
MISSION........................................................................................................................................... 5
Vanguard University Mission and Identity Statement ................................................................ 5
Vanguard University Counseling Center Mission Statement ...................................................... 5
SERVICES .......................................................................................................................................... 6
Availability of Services ................................................................................................................. 6
Counseling Services ..................................................................................................................... 6
Consultation ................................................................................................................................ 6
Crisis Intervention ....................................................................................................................... 7
Outreach Services ........................................................................................................................ 7
Referral Resources....................................................................................................................... 8
Evaluation of Services: Counseling Services Year End Report .................................................... 8
ETHICAL STANDARD AND GUIDELINES ............................................................................................ 9
Statement Regarding Professional Ethics.................................................................................... 9
Confidentiality ............................................................................................................................. 9
Release of Information .............................................................................................................. 10
Conflict of Interest ..................................................................................................................... 10
Therapy Never Includes Sex ...................................................................................................... 10
SPECIFIC CLINICAL PROCEDURAL GUIDELINES .............................................................................. 11
Client Records............................................................................................................................ 11
Intake ......................................................................................................................................... 11
Contacting Clients...................................................................................................................... 12
Waiting List ................................................................................................................................ 12
Mandated Counseling ............................................................................................................... 12
Psychological Assessment ......................................................................................................... 13
Referring a Client to a Psychiatrist ............................................................................................ 13
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Recording Client Sessions .......................................................................................................... 13
Hospitalization Procedures........................................................................................................ 13
After-Hours Crisis Response ...................................................................................................... 14
Treatment of Minors ................................................................................................................. 14
Abuse Reporting ........................................................................................................................ 15
Potential Violent Clients ............................................................................................................ 15
Subpoena ................................................................................................................................... 16
OTHER ADMINISTRATIVE AND OFFICE PROCEDURAL GUIDELINES ............................................... 16
Fees............................................................................................................................................ 16
Budget Management ................................................................................................................. 16
Physical Facilities ....................................................................................................................... 17
Technology ................................................................................................................................ 17
Electronic Mail Communication ................................................................................................ 17
Scheduling ................................................................................................................................. 17
PERSONNEL GUILDELINES ............................................................................................................. 18
General Characteristics ............................................................................................................. 18
Director...................................................................................................................................... 18
Clinical Supervisor ..................................................................................................................... 21
MFT Trainees ............................................................................................................................. 22
Secretary III for Student Services .............................................................................................. 23
SUPERVISION GUIDELINES............................................................................................................. 24
General Guidelines .................................................................................................................... 24
Limits of Confidentiality in Supervision ..................................................................................... 25
Information Regarding Supervisor ............................................................................................ 25
Supervision of Licensed Professional Counselors ..................................................................... 25
Supervision of Marriage and Family Therapist Trainees/Interns .............................................. 25
Supervision Documentation ...................................................................................................... 25
APPENDIX I – References ............................................................................................................... 26
APPENDIX II – Identifying and Responding to Dangerous Students.............................................. 27
Tips for Faculty & Staff .............................................................................................................. 27
Warning Signs of Suicide ........................................................................................................... 27
How Should You Respond ......................................................................................................... 28
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Dos and Don’ts in Responding to Suicidality ............................................................................. 28
In an Emergency ........................................................................................................................ 29
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MISSION
Vanguard University Mission and Identity Statement
The purpose of Vanguard University is to pursue knowledge, cultivate character, deepen faith,
and equip each student for a life of leadership and service.
To fulfill that purpose, Vanguard gathers a community of learners resolved to blend the pursuit
of academic excellence with growth as authentic Christians. The educational experience at
Vanguard, therefore, promotes the integration of faith, learning, and living. The university
believes that scholarship in the arts, sciences, and professional studies illuminated by Christian
truth fosters the intellectual development, moral maturity, and spiritual vitality of students. The
university motto – Truth, Virtue, and Service – expresses our conviction that learning involves
the whole person: head, heart, and hands.
A hallmark of a Vanguard education is the emphasis on the relational and collaborative nature
of learning. The university cultivates a campus ethos that embraces a personal learning
experience. Caring and supportive relationships among students, faculty, and staff provide
opportunities for persons to share their faith journeys, to explore their hopes, and to nourish
their souls. The community provides a safe place for free inquiry into the nature of truth, the
acquisition of knowledge, the resolution of intellectual challenges, and the exploration of
Christian faith for everyday living and for the enrichment of the life of the mind.
Under the auspices of the Assemblies of God in Southern California, the university embraces its
Pentecostal heritage of Spirit-empowered life and thought. Faculty, staff, and students display
considerable diversity in denominational affiliation, cultural expression, and academic pursuits.
Together, they affirm the authority of Scripture, the Lordship of Jesus Christ, and belief that
human nature, though marred by sin, nevertheless enjoys the potential redemption through
God’s salvation in Jesus Christ. From this Evangelical and Pentecostal perspective, and in service
to the church and society, the Vanguard community commits itself to global Christian witness
and to social transformation.
Vanguard University Counseling Center Mission Statement
The Vanguard University Counseling Center exists to empower individuals to live a more
productive and healthy Christian lifestyle through Christian care, compassion, professional
competence, shared knowledge, and creativity.
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SERVICES
Availability of Services
The Counseling Center is open for regular services during the entire year. Hours of operation
are from 8:00 am to 5:00 pm, Monday through Friday. The Counseling Center observes holiday
and vacation days as designated by the university.
The Counseling Center is mandated to provide psychological services to the undergraduate
student population of Vanguard University. Any undergraduate, graduate, or SPS student
enrolled full- or part-time at Vanguard University is considered eligible for counseling services at
the Counseling Center as well as faculty or staff of Vanguard University.
Any member of the Vanguard University community may request and receive access to services
related to referrals, consultation, outreach and prevention, or crisis intervention.
Counseling Services
Any student seeking counseling services through the Counseling Center will first be asked to
complete a Counseling Request Form. After filling out the form, the student’s needs will be
evaluated by the Director or the Clinical Supervisor before being assigned to a therapist or
referred out. Referrals are based upon “scope of practice” limits and the resources of the
Counseling Center.
Ongoing counseling services available through the Counseling Center include individual
counseling, marital or premarital couples counseling, and group counseling.
 Individual sessions are typically 45 to 50 minutes in length.
 Couples sessions are typically 45 to 60 minutes in length. At least one member of the
couple must hold current student status at Vanguard University to obtain couples
counseling through the Counseling Center.
 Group sessions may be 60 to 120 minutes in length.
Consultation
In addition to ongoing counseling services, the Counseling Center provides the opportunity for
consultation to members of the Vanguard University community. The primary motivating factor
for consultation services is the welfare and progress of the Vanguard University student
population and/or any identified client. Thus, the Counseling Center endeavors in its role as
consultant to be an advocate for students on campus, attempting to identify pertinent issues
and potential concerns within the community as a whole that may impede student
development.
Consultation may be initiated by Vanguard University staff or by outside entities. As
appropriate, consulting parties may include students (e.g., Student Government Association);
appropriate campus personnel (e.g., faculty, Student Life staff); other persons associated with
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students (e.g., parents, spouses); or other community agencies (e.g., psychiatrists, other mental
health professionals).
Consultation services fall within the appropriate ethical and legal boundaries regarding client
confidentiality and release of information.
When consultation occurs by phone or face-to-face, documentation of the consultation is made
on the Clinical Consultation Form.
Any third party consultation regarding an existing client is documented in the existing client file.
If the consultation is regarding a Vanguard University student that is not an existing client, the
form is kept in the Consultation Notebook.
Crisis Intervention
The Counseling Center is available during normal hours of operation to assist in the
management of crises occurring on campus. This applies to any Vanguard University community
member, including but not limited to students, faculty, or staff.
In individual cases, the Counseling Center provides initial assessment, followed by the least
intrusive course of treatment possible to manage the crisis. (For example, when a student seen
at the Counseling Center manifests suicidal ideation, treatment would begin with assessment for
imminent danger, and then may included safety planning, increased frequency of sessions,
identifying outside resources or referrals, calling parents, bringing in Residence Life personnel if
the student is residential, or ultimately, voluntary or involuntary hospitalization should all other
levels of management fail.) However, because each case requires an individualized response,
the Counseling Center does not maintain a blanket crisis “policy,” save that any individual
member of the Vanguard University community who comes to the Counseling Center requiring
crisis intervention will be evaluated and offered appropriate assistance within the scope of
practice of the Counseling Center.
In most cases, single walk-in sessions will be documented using the Clinical Consultation Form.
In cases involving existing clients, the walk-in session will be documented in the existing file as a
progress note.
If a crisis occurs after normal hours of operations, the Director is available for consultation over
the phone. If however, it is an emergency, dial 911.
Outreach Services
The staff of the Counseling Center recognizes that many Vanguard University students will not
be inclined to utilize traditional counseling services. In order to attempt to address the needs of
these students in alternative ways, the Counseling Center offers preventive and reactive
outreach services. These services are design to facilitate the mission of the university and the
Counseling Center within the Vanguard University community and are developed with regard to
current student/campus trends and pertinent developmental issues.
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Outreach services are delivered in a variety of ways. The Counseling Center attempts to make
itself available to faculty, staff, and student groups seeking outreach programming (e.g.,
training, workshops, guest lecturers). In addition, the Counseling Center looks for opportunities
to sponsor original programming for the Vanguard University community (e.g., retreats
conferences, chapel speakers). Finally, web-based wellness and self-care information can be
found on the Counseling Center website (http://www.vanguard.edu/CounselingCenter).
Referral Resources
To assist in meeting the continuing and longer-term wellness needs of the Vanguard University
community, the Counseling Center attempts to maintain an adequate referral list of community
mental health agencies. This list includes local marriage and family therapists, psychologists,
psychiatrists, hospitals and extended care facilities, hotlines, and other specialized agencies.
Referral resources are made available to any Vanguard University student, staff member, or
faculty member and are included on the website.
In formulating referrals, the Counseling Center attempts to identify clinically competent
community counselors and agencies, agencies that will accommodate student and staff/faculty
insurance, and agencies that are sensitive to the unique needs and demands of members of a
Christian educational community.
The Counseling Center referral list is subject to ongoing revision, and is updated continually in
order to evaluate the quality of service providers included as well as to maintain good working
relationships with these agencies. However, the Counseling Center does not assume
responsibility for actual services rendered by outside agencies.
Evaluation of Services: Counseling Services Year End Report
The Counseling Center is committed to self-evaluation in order to maintain the quality and
effectiveness of its services. It is the responsibility of the Counseling Center Director to compile
an annual statistical report for the purposes of quality assurance, documentation of services
rendered, and dissemination of information regarding service utilization, needs assessment,
trend analysis, and comparison with national and normative data.
The Counseling Services Year End Report should contain the following sections:
 Demographics Statistics: This section should include, but is not limited to, total number
of clients, gender, academic status, ethnicity, referral resource, and major area of study.
The majority of this information will be accessed via client and therapist completion of
intake paperwork.
 Termination Statistics: This section should include but is not limited to total number of
clients, total number of sessions, overall progress at termination, termination status,
issues addressed. This information will be accessed via counselor completion of the
Termination Report.
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 Satisfaction Survey Results: This section should include item analysis and a summary of
qualitative comments provided via client completion of the Counseling Experience
Questionnaire.
ETHICAL STANDARD AND GUIDELINES
Statement Regarding Professional Ethics
Professional counseling staff employed by the Vanguard University Counseling Center is
expected to know and comply with the relevant ethical principles and legal guidelines governing
clinical practice in the State of California.
Professional counseling staff with a degree and/or licensure and those working as a MFT Trainee
in the field of Marriage and Family Therapy practice in compliance with the Code of Ethics of the
American Association for Marriage and Family Therapy and the Standards published by the
California Association for Marriage and Family Therapy.
Each licensed Counseling Center counselor will complete the minimum number of Legal and
Ethical Issues continuing education units per license renewal cycle required by their respective
state licensing board.
Confidentiality
In accordance with professional ethics and California state law, any information shared in the
context of professional counseling is considered confidential. All Counseling Center staff (i.e.,
the Director, all counseling staff, administrative staff, and any clinical supervisor employed by
the Vanguard University) are obligated to take reasonable steps to protect the confidentiality of
the Counseling Center clients.
Counseling staff must notify potential clients of the following exceptions to confidentiality:
 The client gives written authorization for the sharing of information.
 The counselor believes that a client is a danger to harm himself/herself, or is gravely
disabled.
 The counselor believes that a client is a danger to harm another person or the property
of another person.
 The counselor is informed of or suspects the abuse or potential abuse of a child.
 The counselor is informed of or suspects the abuse or potential abuse of an elderly
person or other dependent adult.
 The counselor is an MFT Trainee and is discussing client information with a clinical
supervisor employed by the Counseling Center. The MFT Trainee will provide the client
with the supervisor’s name in writing at the time of intake or initial consultation, per
California state law.
 The client’s record is subpoenaed in accordance with an appropriate, legally defined
situation.
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Release of Information
The Counseling Center attempts to comply with the Guidelines for Release of Privileged Records
and/or Information Concerning Clients developed by the Organization of Counseling Center
Directors in Higher Education.
The individual client is designated the “Holder of the Privilege.” Protection of the rights and
interests of the clients is the primary concern of Counseling Center staff with regard to the
release of confidential information. Reasonable attempts should be made to secure a client’s
written informed consent before any exchange of information occurs. The client is entitled to a
copy of any signed Release of Information Form.
The Director of the Vanguard University Counseling Center is the designated “Keeper of
Records” for all Counseling Center clients. Unusual requests for client information or requests
from a secondary party should be referred to the Director. Individual counseling staff may
handle routine exchange of information initiated or approved of in writing by the client as
appropriate. While all Counseling Center staff members bear individual responsibility for
upholding the legal and ethical guidelines for disseminating client information, ultimate
responsibility for the appropriate release of information falls to the Director.
All requests for release of confidential client information are evaluated on a case-by-case basis
by counseling staff and/or the Director.
In the event that a Counseling Center therapist would like to contact a client’s previous therapist
or psychiatrist, the therapist must obtain a Release of Information Form from the client. The
therapist then may send a copy of the Release of Information Form to the appropriate person
along with the Release of Information Cover Letter.
Conflict of Interest
When possible, the counseling staff will make every effort to avoid situations that may present a
conflict of interest in the treatment and/or referral of clients.
The Counseling Center attempts to comply with the practices outlined in the OCCDHE Guidelines
on Conflict of Interest.
Therapy Never Includes Sex
The Counseling Center counseling staff is aware of the California law as it applies to therapy and
sex.
According to California laws:
Any act of sexual contact, sexual abuse, sexual exploitation, sexual misconduct or sexual
relations by a therapist with a patient is unprofessional, illegal, as well as unethical as
set forth in Business and Professions Code sections 726, 729,2960(o), 4982(d) and
4992.3(k).
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“Sexual contact” means the touching of an intimate part of another person, including sexual
intercourse.
Sexual exploitation can include sexual intercourse, sodomy, oral copulation, or any other sexual
contact between a therapist and a patient or a former patient under certain circumstances.
Sexual misconduct includes a much broader range of activity, which may include fondling,
kissing, spanking, nudity, verbal suggestions, innuendoes or advances. This kind of sexual
behavior by a therapist with a patient is unethical, unprofessional, and illegal.
SPECIFIC CLINICAL PROCEDURAL GUIDELINES
Client Records
Any clinical contact between a Counseling Center counselor and a client, by phone or in person,
will be documented appropriately. In addition, any clinical consultation or supervision directly
pertaining to the client must also be documented in the client’s file.
In cases following normal intake procedure, each client file will typically include the following
documents: Client Information Sheet, Therapy Notes, Referral Report, Termination Report,
Supervision Record, Counseling Experience Questionnaire, and Counseling Philosophy and
Informed Consent Form.
Any additional documentation regarding treatment should also be included in the client file as
appropriate. This may include, but is not limited to, the following: assessment and treatment
plan, Release of Information Form, Consent for Video/Audio Recording, Consent for Psychological
Testing, Safety/No Suicide Contract, Suicide Potential Form, and assessment report and data.
As outlined in California State Law (H & S Code Section 123145, AB 2257), all client files will be
kept for seven (7) years. After seven years, only a one page summary of the client’s records will
be kept and the remainder will be destroyed in an appropriate manner (i.e., preserving client
privacy).
In accordance with California state law, all client files pertaining to the current academic year
will be stored in a locked file cabinet when not in use by a counselor. In addition, all files from
previous years will be sorted in centrally located, locked file cabinets. Access to actual client
files is limited to currently employed Counseling Center staff.
Intake
The first session a Counseling Center client will attend is an intake session.
During the intake session, the client is expected to complete the Client Information Sheet and to
sign the General Consent to Therapy portion, indicating the client’s consent to treatment at the
Counseling Center. Immediately after the intake session, the therapist should fill out the
Referral Report and return it to the office.
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Scheduling of initial intake sessions is the responsibility of the Counseling Center MFT Trainee.
The goal of the intake session is to initiate counseling and help determine goals that best meet
the client’s needs. After the initial session clients may choose to continue therapy with the MFT
Trainee assigned to them or they have the option of requesting a new MFT Trainee.
Contacting Clients
When a therapist is assigned a client, it is expected that the therapist will attempt to contact the
client by phone the same day. If the client has indicated on the Counseling Request Form that it
is appropriate to leave a message, then the therapist may leave a message.
In the event that the client does not return the call, the therapist is expected to attempt to
contact the client by phone three times over the period of a week. If the client never returns a
phone call, then it is appropriate for the therapist to send the client an Unable to Reach New
Client Letter.
In the event that after seeing a client for any period of time the therapist is no longer able to
reach the client (i.e., the client stops coming to sessions, the client stops returning phone calls),
the therapist is expected to attempt to contact the client three times over the period of a week.
If the client is still unreachable, it is appropriate for the therapist to send a Returning Client/No
Show Letter to the client.
Waiting List
In the event that Counseling Center MFT Trainee caseloads become “full” or all the therapy
rooms and office space becomes booked, it may become necessary to institute a “waiting list”
until such time as demand for services can be accommodated. A client may also choose to be
placed on a waiting list if he or she has preferences for a particular counselor or counselor
demographic should these not be available at the time the student seeks Counseling Center
services.
If a client is placed on the waiting list, they are contacted by phone informing them that there is
a wait list. The student is also sent a Waiting List Letter through campus mail.
If the client reports being in a state of crisis, the client will be evaluated by the Director before
being placed on the wait list and is given some resources and referred out if necessary.
Mandated Counseling
Often students are mandated to come to counseling by Residence Life, the Student Care
Committee or the Provost’s office. In the event that a student is mandated to come to
counseling, it is the responsibility of the mandating party to have the student sign a Limited
Release of Information if they want any information. The person mandating the counseling is
also responsible for making sure the client attends counseling; it is not the responsibility of the
staff of the Counseling Center.
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Psychological Assessment
In conducting psychological assessment, Counseling Center counselors comply with the relevant
standards of ethical practice with regard to psychological testing outlined by the American
Psychological Association and the American Association of Marriage and Family Therapists.
Any assessment related to the employment or prospective employment of an individual by the
university will comply with the Standards for Educational and Psychological Testing in the Ethical
Principles of Psychologists and Code of Conduct.
Referring a Client to a Psychiatrist
There may occur a reason in which the Counseling Center client needs to be evaluated by a
psychiatrist for medical reasons. The first step is for the therapist to help the client determine
whether or not the client has insurance. If the client has insurance personally or through their
parents, the therapist should give them a copy of the Psychiatrist Referral List.
If the client does not have personal insurance or is not on their parent’s policy, they must be on
the Vanguard University Student Health Insurance Plan. If this is the case, give the client a copy
of the Vanguard University Health Insurance Plan.
Recording Client Sessions
Audio and/or videotaping of Counseling Center clients is to be used for supervision and
educational purposes only. Any audio or video recording of a client session should be destroyed
or recorded over after it has been reviewed and discussed in supervision.
A Counseling Center therapist is expected to submit two videos per semester to the Clinical
Supervisor. The Clinical Supervisor will then meet with the therapist to discuss the particulars to
the videotaped sessions.
Hospitalization Procedures
In the event that a student in the care of the Counseling Center should require hospitalization
due to a mental health issue during the course of normal business hours, Counseling Center
professional staff will assist in facilitating the hospitalization process and provide insurance
information, as available.
In all cases of voluntary hospitalization, a responsible party (e.g, parents) will be contacted to
provide transportation to the hospital. The student may not transport him/herself to the
hospital. The staff of the Vanguard University Counseling Center will not transport a student to
the hospital.
In the case of an involuntary hospitalization, Campus Safety will be contacted to provide officers
on scene to maintain safety. In addition, the Costa Mesa Police Department will be contacted to
do on-site assessment and transport of the individual to the hospital.
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The Counseling Center staff will then inform the Coordinator of Disability Services that a student
was hospitalized.
After-Hours Crisis Response
Attempted suicide or self-harm
1. Resident Assistant (RA) or Resident Director (RD) calls Campus Safety immediately.
2. Campus Safety calls 911 and directs help to the emergency.
3. In the event that 911 is called first, RA or RD calls Campus Safety immediately after so
that they can provide presence and direct help to the emergency.
4. Campus safety notifies any additional campus officials as deemed appropriate.
5. Vanguard University Counseling Center Director is contacted for consultation and a
written report is sent to the Director. If the student is a current client of the Counseling
Center, the report is placed in the client file. If the student is not a current client, the
report is placed in the Non-Client Campus Safety Report file.
Evidence of emotional distress and/or threat of harm to oneself
1. RA calls his or her own RD or the RD on duty.
2. RD evaluates situation and determines whether to inform Director of Residence Life (or
designee).
3. Director of Residence Life and RD determine whether Campus Safety assistance is
needed.
4. RD notifies Campus Safety of concern. Campus Safety provides presence and/or
support as necessary.
5. If requested by RD, Director of Residence Life, or Campus Safety Office, Campus Safety
coordinator contacting Counseling Center on-call staff for consultation.
6. Campus Safety notifies any additional campus officials as deemed appropriate.
Treatment of Minors
As a general rules, the Counseling Center does not participate in the treat of minors. However,
in the event that a minor does seek services at the Counseling Center (e.g., a 17 year old
student), the minor is informed parental consent will be necessary for treatment to occur.
There are some exceptions (i.e., harm to self, drugs, sex, and alcohol). The therapist will need to
obtain a signed copy of the Minor Consent for Therapy Form from the minor’s parents.
Exceptions to this rule are made only in strict compliance with those exceptions outlined in
California state law, as follows:
“A minor who is 12 years of age or older may consent to mental health treatment or
counseling on an outpatient basis… if both of the following requirements are satisfied:
(1) The minor, in the opinion of the attending professional, is mature enough to
participate intelligently in the outpatient services; AND, (2) The minor (A) would present
a danger of serious physical or mental harm to self or to others without the mental
health treatment or counseling… OR, (B) is the alleged victim of incest or child abuse.”
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California law also recognizes that an “emancipated” minor may consent to treatment.
If a parent who has consented to the treatment of a minor client at the Counseling Center
requests information or records regarding that treatment, release of such information or record
is at the discretion of the counselor, in consultation with the minor client and the Counseling
Center Director. California law gives health care providers the right to refuse access to records
anytime it is determined that access to these records would have a detrimental effect on the
provider’s professional relationship with the minor client or the minor’s physical well-being.
(Cal. Health and Safety Code §123115(a)(2)).
Parents may not receive information or notification regarding the treatment of an emancipated
minor without the minor client’s consent.
Any exception with regard to the treatment of a minor must be approved by the Counseling
Center Director prior to commencing treatment.
Abuse Reporting
The Child Abuse and Neglect Reporting Act, Article 2.5 of Chapter 2 of Title 1 of Part 4 of the
California Penal Code Sections 11164 to 11174.3 requires any “health practitioner” (e.g.,
Psychiatrist, psychologist, Marriage and Family Therapist) licensed or intern/trainee, who has
knowledge of or observes a child in his or her professional capacity or within the scope of his or
her employment who he or she knows or reasonably suspects has been the victim of child
abuse, to report the known or suspected instance of child abuse to a child protective agency
immediately, or as soon as practically possible by telephone, and to prepare and send written
report thereof within 36 hours of receiving such information.
Potential Violent Clients
The Counseling Center attempts to follow OCCDHE Guidelines for Dealing with Potentially
Violent Clients.
In the case when a counselor believes that a client is a danger to harm another person or the
property of another person, typically Campus Safety, the appropriate police department, and
the person in danger would be notified by the Counseling Center. Any clinician who suspects
potential violence toward an identifiable third party should consult with the Director or other
staff as available to formulate a plan for handling this situation.
Any clinician who determines that they themselves may be in danger of harm should
immediately leave the office and consult with the Director and/or the Department of Campus
Safety.
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Subpoena
The following procedure applies to any subpoena for any former or current Counseling Center
client records or information:
1. Any subpoena for client records served in person to the Counseling Center will be
directed to the Director. Should a process server arrive at the Counseling Center, staff is
instructed not to accept service. If the subpoena is received by mail, the Counseling
Center Director will follow the stops outlined below.
2. The Director or the client’s Counseling Center counselor (if still employed by the
Counseling Center) will attempt to contact the client to inform him or her of the
subpoena, and to discuss the implications of the release of client records and
information. If the Counseling Center is not successful in contacting the client, skip
to #5.
3. If after discussion the client consents to the release of his or her records, the Director or
counselor will attempt to obtain written authorization from the client to release these
records.
4. If the client does not consent to the release of his or her records, the Director or staff
counselor will inform client of alternative courses of action (e.g., “quashing” the
subpoena), and recommend that the client discus these with his or her own attorney.
5. Further action in response to the subpoena will be determined by General Counsel. No
action beyond this point should be undertaken without consulting General Counsel and
the Counseling Center Director.
OTHER ADMINISTRATIVE AND OFFICE PROCEDURAL GUIDELINES
Fees
All services performed by the Counseling Center are free of charge.
Budget Management
It is the responsibility of the Counseling Center Director to manage all departmental budgetary
concerns. This includes but may not be limited to: being trained on and familiar with university
Business Office policies and procedures, submitting annual requests and adjustment s for overall
Counseling Center budget, advocating for Counseling Center employees’ compensation,
purchase requests using the university’s Datatel system; submitting staff reimbursement
requests, maintaining budget records in agreement with monthly Business Office statement and
attending of periodic budget meetings.
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Physical Facilities
The Counseling Center is located on the 2nd floor of the Scott Academic Center.
The Counseling Center aspires to provide a physical space and office décor that is perceived by
students as comfortable and appropriate for counseling.
In addition to individual counselor offices, the Counseling Center dedicates specific spaces
within the physical building to practicum student training, group counseling, and file storage.
Technology
Client notes or other counseling-related materials are not saved on Counseling Center
computers. Any client demographic data saved via computer for the purposes of census,
tracking, or outcomes measurement is password-protected, and stored on the secretary’s
individual computer hard drive (i.e., c:\ drive) as opposed to a system or network drive (i.e., s:\
drive). Backup flash drive copies of these files are stored in a locked Counseling Center file
cabinet.
The Counseling Center will not send confidential information via fax unless informed consent to
do so is obtained from the client, and the Counseling Center is confident that the faxed material
being sent is secure from unauthorized access.
Client audio or video CDs and DVDs are stored in a locked file cabinet when not in use. CDs and
DVDs are destroyed after purpose of recording is fulfilled (e.g., reviewed for supervision).
Electronic Mail Communication
Due to the inability to insure the confidentiality of e-mail communications, the Counseling
Center discourages clients from using e-mail to communicate with Counseling Center staff.
Personal counseling via e-mail or over the internet will not be conducted by Counseling Center
counseling staff while employed by the university. It is the expectation that counselors will not
usually respond to personal counseling related material conveyed via e-mail.
In cases where exceptions are made to this practice (e.g., confirmation of an appointment time
in response to client’s e-mail query) Counseling Center counselors will take measures to
safeguard the client’s confidentiality by attempting to delete or exclude any information that
might explicitly identify another university office (e.g., Residence Life). Personal counselingrelated content should never be communicated by professional staff via e-mail.
Student inquiries regarding services offered by the Counseling Center or other logistical
questions may be addressed via e-mail.
Scheduling
The scheduling of clients for initial or intake appointments and ongoing scheduling of recurring
clients in the responsibility of the individual therapist assigned to that client.
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PERSONNEL GUILDELINES
General Characteristics
Counseling Center seeks to recruit, retain, and develop the best people. This is further defined
as hiring experienced Christian staff who reflect diverse background and hiring staff with
advanced preparation and an excellent record of service, who will integrate their Christian faith
in their professional roles(s) and interactions.
In its hiring practices, the Counseling Center complies with guidelines set forth by the university
Office of Human Resources. The Counseling Center does not discriminate on the basis of age,
race, ethnicity, national origin, gender, socioeconomic status, disability, or status as a veteran, in
any of its policies, practices, or procedures.
The employee understands and agrees that his or her employment is “at will,” for no definite
period, and may, regardless of the date of payment of wages and salary, be terminated at any
time, with or without reason, and with or without advance notice, and that this “at will”
employment status cannot be modified except by written agreement signed by an authorized
representative, specifically referencing that its purpose is to modify this paragraph.
The Counseling Center seeks to hire three types of employees: full-time employees, i.e,
Director; part-time employees, i.e, Clinical Supervisor, and Secretary III for Student Services; and
unpaid Master’s level practicum students (MFT Trainees).
Director
DESCRIPTION:
The Director of Counseling Services and Coordinator of Disability Services provides dynamic and
collaborative leadership, the overall vision, and the underlying framework for the development
and delivery of mental health services at Vanguard University. Additionally, the Director of
Counseling Services and Coordinator of Disability Services oversees the functioning of the Office
of Disability Services in order to provide support, assistance, and encouragement to students
with physical and psychological disabilities.
The Director of Counseling Services & Coordinator of Disability Services is a core member of the
Student Life Department. The Director of Counseling Services reports to the Vice President of
Student Affairs.
DIRECTOR OF COUNSELING SERVICES RESPONSIBILITIES:
Management responsibilities:
 Makes independent decisions relative to the operations of the department by convening
staff meetings, conducting annual evaluations of the department’s programs and
services, and reporting annually on the work of the department (usage, programs,
trends, etc.).
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 Develops and allocates the department’s annual budget, the analysis of short- and longterm fiscal plans, and the development and implementation of appropriate technology
to support the mission of the Counseling Center.
 Develops programs, policies, procedures, and reporting requirements related to the
department.
 Develops departmental performance expectations and is accountable for the
department’s compliance with University accounting, auditing, and personnel principles,
policies and procedures.
 Develops responsive, efficient, and effective client services and establish effective
monitoring systems to help insure the highest quality care.
 Develops implements and evaluates utilization plans for space, equipment, and other
physical resources.
 Reviews and evaluates staffing needs; recruiting and hiring staff; and establishing
personnel policies and procedures according to University regulations and
organizational guidelines.
 Oversees Clinical Supervisor to ensure the development and maintenance of training
guidelines, policies, and procedures, publicity and marketing of training program, the
recruitment of trainees, and the coordinating of weekly supervisors’ meetings are all
done in accordance with all relevant legal and ethical standards and guidelines.
 Oversees all legal and ethical clinical practices within the VUCC and remains updated on
current legal and ethical standards within the profession through membership in
relevant professional organizations and attendance of appropriate professional
conferences and/or workshops.
 Functions as the official Keeper of Records for the VUCC.
Counseling Responsibilities:
 Offers efficient, highly competent, and personalized counseling and psychological
services to Vanguard University undergraduate and graduate students including intake
assessment, individual, group, and couples counseling.
 Provides consultation and guidance to Student Affairs units, academic departments, and
other University entities regarding individual student cases, community issues, and
emergency situations.
 Coordinates crisis management response on-site during normal business hours, and is
on call for after hours and weekend consultation via cell phone.
Outreach Responsibilities:
 Serves as the lead in the implementation of mid-to large-scale Counseling Services
events, such as National Depression Screening Day.
 Evaluates the utilization, effectiveness, and impact of programs and services and takes
appropriate subsequent actions.
 Provides representation for the VUCC through participation in administrative meetings
and other university functions, programs, and/or events.
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 Engages actively with Student Affairs leadership to assess student trends, campus
climate issues, and the needs of different student communities to develop innovative
and responsive programs and services.
COORDINATOR OF DISABILITY SERVICES RESPONSIBILITIES:
Management Responsibilities:
 Facilitates university compliance with the legal requirements of Section 504 of the
Rehabilitation Act and the Americans with Disabilities Act (ADA) as related to student
issues. Submits formal proposals to university administrators and work swith other
departments as necessary to ensure compliance.
 Manages the Office of Disability Services budget.
 Revises and updates the policies and procedures of the Office of Disability Services, as
needed.
 Submits semester and annual reports to the Vice President of Student Affairs.
 Maintains knowledge of current clinical and legal issues relating to students with
disabilities.
Student Services Responsibilities:
 Determines and implements appropriate accommodations for students with physical
and psychological disabilities after meeting with the student and reviewing the
documentation of disability.
 Provide sreferrals to appropriate health professionals as related to psychological/
educational testing and other clinical services.
 Provides case management, advisement, and counsel to prospective and enrolled
students with disabilities.
 Reviews the admissions files of prospective students who request special consideration
on the basis of disability and makes recommendations to the Admissions Department.
 Facilitates the spiritual growth and development of persons with disabilities through the
integration of faith and learning within programming, co-curricular activities, and
personal interaction.
MINIMUM QUALIFICATIONS:
 Doctorate in Counseling or Clinical Psychology.
 California license or license-eligible to practice in candidate’s field of specialization.
 Demonstrated ability and appropriate licensure to supervise and train clinical trainees
and interns.
 Demonstrated ability to conduct intake clinical interviews, including psycho-diagnostic
assessment, case conceptualization, and treatment plan formulation for students from
diverse ethnic, cultural, and socio-economic backgrounds, ranging in age from 17 to 25
with a broad spectrum of psychological problems, ranging from adjustment issues to
major psychiatric disorders.
 Demonstrated ability to provide individual, couples and group counseling, and crisis
intervention for psychological emergencies.
 Demonstrated knowledge of college student development and resident life issues.
 Demonstrated autonomy, effectiveness, and sensitivity in clinical work.
 Excellent interpersonal and communication skills.
 Excellent ability to work as a member of a collaborative, multidisciplinary team.
 Maintenance of lifestyle consonant with Vanguard University principles and values.
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Clinical Supervisor
DESCRIPTION:
The Training Coordinator/Staff Therapist is responsible for quality assurance of clinical services
provided by all subordinate staff, including licensed therapists, registered interns and MFT
Trainees of the Vanguard University Counseling Center, in addition to offering efficient, highly
competent, and personalized counseling and psychological services to Vanguard University
undergraduate and graduate students. The Training Coordinator/Staff Therapist reports to the
Director of Counseling Services.
RESPONSIBILITIES:
The Training Coordinator’s duties include the following:
 Assures quality of clinical services provided by supervisees meets established standards,
guidelines and regulations, where applicable. This includes chart audits, observation of
sessions, review of documentation and other supervisory activities to assure quality of
care standards.
 Assures that supervisees operate within their scope of expertise and practice.
 Provides clinical supervision, training and direction for supervisees.
 Communicates deficiencies, concerns and achievements of supervisees to the Director
of Counseling Services.
 Develops training programs, workshops, program development, or other activities as
appropriate.
 Maintains integrity of services that is consistent with mission statement.
 Communicates and advises the Director of Counseling Services on agency activities
when appropriate.
 Promotes agency within the community to referring agencies, community partners and
governmental departments as appropriate.
 Models good clinical skills, professionalism, and demeanor.
 Communicates with the Director of Counseling Services on personnel issues involving
supervisees.
The Staff Therapist duties include the following:
 Provides psychological services to student clients including intake assessment;
individual, group, and couples counseling; consultation services; education, training, and
outreach.
 Offers crisis management response onsite during normal business hours and is on call
for after hours and weekend consultation via cell phone.
 Provides consultation and guidance to Student Affairs units, academic departments, and
other University entities regarding individual student cases, community issues, and
emergency situations.
 Remains updated on current legal and ethical standards within the profession through
membership in relevant professional organizations and attendance of appropriate
professional conferences and/or workshops.
MINIMUM QUALIFICATIONS:
 Masters degree in Social Work or Counseling or Clinical Psychology from an accredited
program.
 California license in candidate’s field of specialization.
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 Have met the requirements to supervise MFT Trainees & MFT Interns in the State of
California.
 Demonstrated ability to provide effective and dynamic supervision to MFT Trainees.
 Demonstrated ability to conduct intake clinical interviews, including psycho-diagnostic
assessment, case conceptualization, and treatment plan formulation, for students from
diverse ethnic, cultural and socio-economic backgrounds, ranging in age from 17 to 25
with a broad spectrum of psychological problems, ranging from adjustment issues to
major psychiatric disorders.
 Demonstrated ability to provide individual, couples and group counseling, and crisis
intervention for psychological emergencies.
 Demonstrated autonomy, effectiveness and sensitivity in clinical work.
 Demonstrated expertise in addressing one or more of the following student
subpopulations: veterans, underserved multicultural or international groups, or athletes
is preferred.
 Ability to work cooperatively with a variety of people
 Maintenance of lifestyle consonant with Vanguard University principles and values.
MFT Trainees
DESCRIPTION:
MFT Trainees report to the Counseling Center Director. The primary focus of this position is to
provide wellness-related services to the students of Vanguard University.
RESPONSIBILITIES:
 Provides time-limited individual, couples, and/or group counseling to the Vanguard
University student population under the supervision of a licensed MFT.
 Conducts intakes and other forms of psychological assessment.
 Provides crisis intervention and management (which may include nights and weekends).
 Attends and participates in Counseling Center operations and events, including
Counseling Center sponsored activities, staff meetings, peer clinical consultation,
supervision, or other similar functions.
 Performs other appropriate duties assigned by the Counseling Center Director.
MINIMUM QUALIFICATIONS:
 Current Master’s level student in an accredited or approved program. Registered as an
MFT Trainee with the State of California.
 Demonstrated ability to provide individual, couples and group counseling, and crisis
intervention for psychological emergencies.
 Demonstrated effectiveness and sensitivity in clinical work.
 Excellent interpersonal and communication skills.
 Excellent ability to work as a member of a team.
 Knowledge and acceptance of principles and philosophies of Vanguard University.
It is expected that the MFT Trainee will:
 Contact their Supervisor immediately with any emergencies that may arise with a client
(i.e., suicide attempt, abuse, hospitalization, 5150, etc.).
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 Complete and submit paperwork and reports are to be completed and submitted to the
business office on a weekly basis, or as directed by the Supervisor.
 Personally provide malpractice insurance for at least $1,000,000 liability/$3,000,000
aggregate. Proof of insurance needs to be provided, maintained, and updated annually
by the trainee.
Secretary III for Student Services
DESCRIPTION:
The Secretary III for Student Services assists the office staff of the Counseling Center, Career
Services and Student Success in coordinating day-to-day office operations. This position reports
to the Director of Counseling Services but is responsible for assisting other members of the
three offices as required. This is an hourly position with varied hours.
RESPONSIBILITIES:
 Answers and directs phone calls.
 Assists all walk-in customers, provides information on an as needed basis, and directs
them to appropriate staff if necessary.
 Manages clerical aspects of three offices.
 Receives and delivers mail.
 Coordinates department scheduling for various offices.
 Maintains weekly reports of students served for three offices.
 Plans and attends departmental functions and meetings.
 Maintains in-house library.
 Supervises student workers.
 Assists in maintaining the workflow of the offices.
 Orders and maintains adequate office supply inventory.
 Writes memos and letters on behalf of the staff.
 Maintains statistics of programs’ growth.
 Assists various staff in problem solving in their responsible areas.
 Maintains filing system.
 Maintains excellent rapport with students, parents, staff, faculty and vendors.
 Provides spiritual care for students and staff member within the departments.
 Performs related duties as assigned.
MINIMUM QUALIFICATIONS:
 High School diploma required. Bachelor degree preferred.
 Three years of consecutive successful work experience equivalent to Secretary III
 Proficient working knowledge of Microsoft Word, Excel, and Outlook programs.
 Knowledge and acceptance of principles and philosophies of Vanguard University.
 Maintenance of lifestyle consonant with Vanguard University principles and values.
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SUPERVISION GUIDELINES
General Guidelines
Professional counselors employed by the Counseling Center are expected to know and comply
with the relevant ethical principles and legal guidelines governing clinical supervision in the
State of California.
When engaging in supervision, Counseling Center counselors follow the Ethical Standards
outlined by the California Association of Marriage and Family Therapists.
Each licensed Counseling Center supervisor will complete the minimum number of supervision
continuing education units per license renewal cycle required by their respective state licensing
board.
All Counseling Center supervisors aspire to the Requirement for Supervisors outlined by the
Board of Behavioral Sciences.
Employee must be registered with the Board of Behavioral Science (BBS), have received an
Intern Registration Number, or be a trainee in good standing in an accredited master’s (or
higher) program. Employee must submit an original “Responsibility Statement for Supervision
of a Marriage, Family and Child Counselor Intern or Trainee” statement prior to the
commencement of any counseling or supervision.
Supervisors will have met all BBS requirements for supervising in the area of marriage, family
and child counseling per Title 16, California Code of Regulations Section 1833.1.
Intern/trainee Supervisor will discuss and oversee all clients assigned to the intern/trainee,
providing assistance and/or instruction with regards to assessment and treatment plans, which
may include, at the supervisor’s discretion, assigned reading material, video, audio, discussion,
or presentations on various psychotherapeutic topics or techniques.
The intern/trainee agrees to the following supervision schedule: One (1) hour per week for
individual supervision, and /or two (2) hours per week for group supervision as defined and
required in Title 16, California Code of Regulations Section 1833(b), in each week where any
qualifying experiences in gained by the intern/trainee. In order to receive supervision credit,
the intern/trainee must attend at least one schedule supervision session per week.
The intern/trainee is responsible for all correspondence with the BBS to meet their
requirements, and it is the employee’s responsibility to make sure that all forms are signed and
submitted to the BBS.
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Limits of Confidentiality in Supervision
The intern/trainee understands that all information presented in supervision, including that of a
therapeutic nature, will be used for evaluation of their clinical skills, evaluation of the
supervisee’s competency to be an effective therapist, and in supervisory team program
planning.
Information Regarding Supervisor
(to be announced)
Supervision of Licensed Professional Counselors
Licensed professional counselors employed by the Vanguard University Counseling Center are
supervised by the Counseling Center Director. Full-time employees are entitled to one
(1) scheduled hour per week to meet formally with the Director to discuss cases or other
professional development issues. Informal meetings are conducted on an “as needed” basis.
Supervision of Marriage and Family Therapist Trainees/Interns
In certain cases (e.g., postdoctoral counselor) the Counseling Center will employ unlicensed
professional counselors. MFT Trainees/Interns employed by the Counseling Center are
supervised primarily by the Counseling Center Director and/or a secondary designee.
Supervision in these cases follows the stipulations outlined by the Board of Behavioral Sciences
for Supervised Professional Experience with regard to number of hours (one per ten for interns
and one per five for trainees), availability of supervisor, written supervision agreement, and
verification of experience for California licensure. It is the responsibility of the employee to
maintain a log of hours for SPE validation purposes.
Supervision Documentation
All unlicensed Counseling Center counselors will provide each client with a supervisor’s name in
writing at the time of intake or initial consultation, per California state law, using the space
provided on the Counseling Philosophy and Informed Consent Form.
Each time a client is discussed in supervision, this should be documented by the therapist using
the Supervision Record, including issues to address, caseload monitoring, and overall
supervision process notes.
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APPENDIX I – References
Ethical Principles of Psychologists and Code of Conduct
http://www.apa.org/ethics/code/index.aspx
International Association of Counseling Services, Inc.
The Accreditation Association for University and College Counseling Services
http://www.iacsinc.org/
Board of Behavioral Sciences Requirements for MFT Supervisors
http://bbs.ca.gov/
CAMFT Ethical Standards – Part 1
http://camft.org/camftbenefits/whatiscamft_ethnic1.html
AAMFT Code of Ethics
http://www.aamft.org/resources/lrm_plan/ethics/ethicscode2001.asp
Professional Therapy Never Includes Sex
Copyright © 2004, California Department of Consumer Affairs
OCCDHE Guidelines Conflict of Interest
Copyright © 2000, Organization of Counseling Center Directors in Higher Education
OCCDHE Guidelines for Dealing with Potentially Suicidal Clients
Copyright © 2000, Organization of Counseling Center Directors in Higher Education
OCCDHE Guidelines for Dealing with Potentially Violent Clients
Copyright © 2000, Organization of Counseling Center Directors in Higher Education
OCCDHE Guidelines Evaluating and Reporting Possible Child Abuse Cases
Copyright © 2000, Organization of Counseling Center Directors in Higher Education
OCCDHE Guidelines Release of Privileged Records and/or Information Concerning Clients
Copyright © 2000, Organization of Counseling Center Directors in Higher Education
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APPENDIX II – Identifying and Responding to Dangerous Students
Tips for Faculty & Staff
Suicide is the second leading cause of death in college age students. It is especially important
that faculty and staff are aware of what can be done to prevent such a tragedy. This brochure
will help you become aware of signs of a distressed student, things that you might do to help
the student, signs of suicidal ideation, and when and how to make effective referrals for
additional help.
Warning Signs of Suicide
 Depressive: changes in behavior, inability to concentrate, socially withdrawn, easily
agitated, crying, abusing substances.
 Verbal signs: direct or indirect; verbally or in written materials (e.g., assignments,
papers, etc.).
 Behavioral: giving away possessions, writing a suicide note, acquiring means to commit
suicide, organizing business and personal matters.
Look for a cluster of signs. A suicidal person who gives warning signs will most often present
more than one sign.
Tips for Recognizing Troubled Students
At one time or another, everyone feels depressed or upset. However, there are two levels of
student distress which, when present over a period of time or when accompanied by a stressful
or traumatic event, suggest that the problems are more than the “normal” ones.
Ambiguous Signs of Danger
Although not disruptive to others in your class, these behaviors may indicate that something is
wrong and help may be needed:







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Serious grade problems
Unaccountable change from good to poor performance
Change from frequent attendance to excessive absence
Change in pattern of interaction
Marked change in mood, motor activity, or speech
Marked change in physical appearance
Repeated request for special consideration
New or regularly occurring behavior which pushes the limits and may interfere with
class management
 Unusual or exaggerated emotional response
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Clear Signs of Imminent Danger
These behaviors usually show that the student is in crisis and needs emergency care:
 Highly disruptive behavior (hostility, aggression, etc.)
 Inability to communicate clearly (garbled, slurred speech, disjointed thoughts)
 Loss of contact with reality (seeing/hearing things that are not there, beliefs or actions
at odds with reality)
 Overt suicidal thoughts and gestures
 Homicidal threats
How Should You Respond
Ambiguous Signs of Danger
 Consult with a mental health professional at Vanguard University Counseling Center
 Talk to the student in private
 Express your concern in non-judgmental terms
 Listen to the student and repeat the main point of what the student is saying
 Respect the student’s value system
 Ask if the student is considering suicide
 Make appropriate referrals
 Make sure the student understands what action is necessary
Clear Signs of Imminent Danger
 Call 911
 Notify Campus Safety
 Notify Counseling Center
Dos and Don’ts in Responding to Suicidality
Do:





Do stay calm
Do acknowledge the students feelings
Do take the student seriously
Do encourage discussion
Do stay with the student until the police arrive
Do Not:
 Do not minimize the student’s distress
 Do not over commit
 Do not ignore the student
 Do not leave the student alone
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When to Make a Referral
Even though a student asks you for help with a problem and you are willing to help, there are
circumstances when you should suggest other resources:
 The help necessary is not your expertise
 You are not comfortable in handling the situation
 You know the student personally (friend, neighbor, friend of a friend) and think you may
not be objective enough to help
 The student is reluctant to discuss the situation with you
 You feel overwhelmed or pressured for time
How to Make a Referral
To the student:
 Be frank with the student about the limits of your time, ability, expertise, and/or
objectivity
 Let the student know that you think she/he should get assistance from another source
 Assure them that many students seek help over the course of their college career
 Assist the student in choosing the best resource
 Try to help the student know what to expect if she/he follows through on the referral
Consider these questions before making the referral:
 What are the appropriate and available resources for the student?
 With whom would the student feel most comfortable?
 Who will make the initial contact, you or the student?
In an Emergency
Try to stay calm. Find someone to stay with the student while calls are made.
For students expressing a direct threat to themselves or others, or who act in a disruptive, a
bizarre, or a highly irrational way, call:
For Transportation and/or protection:
 Costa Mesa Police (24 hours) – 911
For emergency consultation, evaluation, treatment, and referral:
Vanguard University Counseling Center (714) 556-3610 ext 5256 (between 8am and 5pm)
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