HDSV Counseling Policies and Procedures

Advisement

The following academic procedures and process will serve to assist graduate students as they matriculate through the counseling program. After acceptance into the Department of Human and Development Service’s Counseling Program, each student will be assigned an advisor. The academic advising process serves to:

• Assist students in planning a program of vocational interest and professional study.
• Identify student learning blocks and related obstacles to career or educational progress.
• Recognize students’ skills, abilities, aptitudes, and interests leading to appropriate career selection.
• Periodically assess student’s academic progress and career goals.
• Advise and place students in appropriate course selection taking into account appropriate sequence and required pre-requisites.
• Advise students of all requirements for graduation.
• Refer students to appropriate remedial developmental services.
• Provide students with any other assistance deemed necessary.
• Prepare students to register for courses each semester.

Once students are assigned an advisor, they will remain with that advisor throughout the program. Students will not change advisors unless so directed and approved by the department chairperson. All departmental advising is done in accordance with the University Academic Advisement Handbook.

Ethical Conduct Policy

The Department of Human Development and Services at North Carolina A&T State University fully endorses the Ethical Standards of the American Counseling Association and the Academic Dishonesty Policy of the University. All students are expected to conduct themselves in an ethical, responsible, and professional manner in accordance with both professional and University standards.

University policy as stated in the 2005 Graduate Bulletin of North Carolina Agricultural and Technical State University reads as follows:

Academic Dishonesty Policy

Academic dishonesty -includes but is not limited to the following:

• Cheating, or knowingly assisting another student in committing an act of cheating or other academic dishonesty.
• Plagiarism (unauthorized use of another person's word or ideas as one's own which includes but is not necessarily limited to submitting examinations, theses, reports, drawing, laboratory notes or other materials as one's own work when such work has been prepared by another person or copied from another person.
• Unauthorized possession of examinations or reserve library materials, destruction or hiding of source materials, library materials, or laboratory materials or experiments or any similar actions.
• Unauthorized changing of grades or marking on an examination or in an instructor's grade book, or such change of any grade record.
• Aiding or abetting in the infraction of any of the provisions anticipated under the general standards of student conduct.
• Assisting another student in violating any of the above rules.

A student who has committed an act of academic dishonesty has failed to meet a basic requirement of satisfactory academic performance. Thus, academic dishonesty is not only a basis for disciplinary action but may also affect the evaluation of the student's level of performance. Any student who commits an act of academic dishonesty is subject to disciplinary action. The procedure for disciplinary action will be in accordance with the rules and regulations of the University governing academic discipline.

In instances where a student has clearly been identified as having committed an academic act of dishonesty, the instructor may take appropriate punitive action including a loss of credit for the assignment, an examination or project, or award a grade of "F" for the course subject to the review and endorsement of the chairperson and the dean. Repeated offenses could even lead to dismissal from the University (p. 74-75).

Additionally, the Department of Human Development and Services does not tolerate any unethical conduct relative to falsifying applications or reports. Students are expected to document papers and presentations thoroughly in accordance with the Publications Manual of the American Psychological Association.

Registration

During the months of January, April, August and November, a time is set aside for students to receive advisement and to register for courses for the following semester. The specific dates for advisement and early registration are identified in the academic calendar that is published each semester in the Schedule of Classes booklet. Students should meet with their advisors to discuss course selections.  Advisors will provide each advisee his or her PIN (Personal Identification Number), which have been assigned by the University Registrar. Following advisement, students may register online using their PINs or on BANNER (found in the Current Students drop down menu on www.ncat.edu). BANNER enables students to register for classes, drop classes, review financial aid information, and view their academic record including final course grades. Complete registration instructions, including BANNER instructions, are available through the Registrar’s office. Students are responsible for keeping up with their PINs once they are established in the BANNER system.

Note 1:  All graduate students must maintain continuous registration during fall and spring semesters or be dropped from the rolls by the Graduate School and forced to reapply in order to continue studies. Students who have completed all coursework with the exception of taking the Comprehensive Examination and/or applying for graduation must enroll for at least three (3) semester hours.

Note 2:  All major courses must be taken in the counseling program at NC A&T State University.

Adding, Dropping Courses or Withdrawing from Program of Study

Students should pay attention to the University Academic Calendar for drop/add dates during the semester. This calendar is available on the University’s academic calendar. If your name does not appear on the class roll called by your professor, it is your responsibility to go to the Registrar's office immediately to resolve the problem. No student is permitted to remain in class whose name does not appear on the class roll.

Liability Insurance

Liability insurance is required for all students enrolled in internship and lab courses such as group counseling and other courses that require field placement where counseling services are involved.

Personal Counseling Requirement

Policy Statement. Beginning Spring 2006, all students admitted to the counseling program in the Department of Human Development and Services are required to participate in a minimum of three (3) individual counseling sessions.  This requirement must be fulfilled prior to registering for HDSV 735: Counseling Methods.  Students who do not complete the Personal Counseling Requirement will not be able to enroll in the course.

Students may work with any counselor of their choice in the counseling experience.  This includes private practice, agency, and University counselors.  The counselor must be a licensed professional counselor.  Students are required to complete a minimum of three (3) individual counseling sessions with the counselor.

 Each student is responsible for submitting the Completion of Personal Counseling Requirement Form to the Department office indicating that the three (3) session requirement has been met.  Students must also submit a copy to the HDSV 735 – Counseling Methods instructor at the outset of the course.  Students who do not submit the Form will be required to drop the course

Comprehensive Examination

Upon completion of all required curriculum courses (not including electives) students can apply to take the Comprehensive Examination. Students will not be allowed to take the Counseling Comprehensive Examination unless all professional core courses have been taken excluding 780 and 790. Students enrolling in Internship II are eligible to take the Comprehensive Examination. Students who are interested in taking the Comprehensive Examination, must register for HDSV 788 in the semester in which they intend to take the exam. Students who have completed their coursework and internships, but who have not passed the Comprehensive Examination, must register for HDSV 788 in the semester in which they intend to take the exam. Students may take the Comprehensive Examination no more than twice and must pass the Comprehensive Examination in order to graduate. Students requesting special accommodation for the Comprehensive Exam must register with the NCAT Office of Disability Services and be in compliance with all policies of this office at least 30 days in advance of initial test administration.

The exam is multiple choice and covers the eight CACREP curricular areas: (a) Human Growth and Development, (b) Social and Cultural Foundations, (c) The Helping Relationship (counseling process and theory), (d) Group Work, (e) Career and Lifestyle Development,

(f) Appraisal, (g) Research and Program Evaluation, and (h) Professional Orientation (ethics and professional history). The CPCE is a standardized test developed by Center for Credentialing in Education (CCE) the National Board for Certified Counselors (NBCC). As of Fall 2009, students in the Rehabilitation Counseling program have the option to take the Certified Rehabilitation Counseling (CRC) exam in place of the CPCE.  Students desiring to take the CRC must complete the CRC application (www.crccertification.org), a department form indicating that the exam is being taken to meet the comprehensive exam requirement, and a transfer or scores form.

Students must be enrolled for at least one (1) hour the semester in which the comprehensive examination is taken. Applications to take the exam may be picked up at the HDSV Office. Consult the department staff or your advisor as to when and where the exam will be scheduled each semester.

Graduation Requirements

The following requirements must be fulfilled in order to graduate:

• The Comprehensive Examination must be taken and passed. 

• Completion of course work required for student’s specific concentration (School Counseling, Community Counseling, Human Resources Rehabilitation Counseling) with a 3.0 or better grade point average overall and a 3.0 or better grade point average in the student’s professional core courses (everything but electives).

• Submit the application for graduation. (Applications may be acquired from the Graduate School Office). Students should submit the application to the Graduate School after registration in the semester in which they intend to graduate. Check the University Calendar for the date that the application is due for any given semester.

Endorsement Policy

The Department stipulates endorsement for employment or credentialing only in the program area in which a student received training (i.e., graduates from the School Counseling program would be considered for school counseling positions, but not for mental health counseling positions).

Grievance Procedures

A conflict between a graduate student and a professor should begin with open communication. If resolution is not achieved, the student may meet with the department's chairperson. Any grievance involving grade appeals must be submitted in writing to the chairperson. If a satisfactory agreement is not reached, then the student may apply to the department chair who will forward the letter to the dean of the School of Education who forwards the appeal to the School of Education Grade Appeal Board.

The School of Education Grade Appeal Board serves to review formal petitions from students appealing their final grades. Such petitions will be considered after the student has exhausted all existing levels of appeal, (i.e., the instructor, the department chair) and petitioned the school dean.  It is the responsibility of the Board to make a recommendation to the Dean of the School of Education.

Specific grade appeal procedures including the grade petition form are available in Room 329 Proctor Hall, the Department of Human Development and Services, and Room 380 Proctor Hall, the office of the Dean of the School of Education.

Orientation

A student orientation will be held in the fall and spring semesters of each academic year.  Contact the department office or graduate school for details.

Financial Aid Information

Students must have completed Free Application for Federal Student Aid (FAFSA) on the file in the Student Financial Aid Office in order to receive consideration for federal or state financial assistance. Our priority deadline for receipt of the FAFSA is March 15. To ensure processing of a financial aid award prior to registration, processed FAFSA forms must be on file in the Student Financial Aid Office (SEAO) by August 1. Applicants must reapply each year. Financial Aid in not an automatic process. Full time enrollment requires 9 credit hours.

A limited number of graduate assistantships are available to qualified individuals. The student is assigned to assist a professor or a department twenty hours per week for the duration of the assistantship. Some graduate assistants are assigned to teach freshman classes. The assistantship offers a stipend that will assist a student to pay required tuition, fees, books, board, and lodging.  Application for an assistantship must be made to the Dean of the School of Graduate Studies (120 Gibbs Hall) at least five months before fall registration. Only full-time graduate students are eligible. Requests for other sources of financial assistance should be directed to the School of Graduate Studies, telephone: 334-7920.

A graduate student entering the University should apply for financial aid at the same time he/she applies for admission. A financial aid award will not be made until a student is admitted to the University. A graduate student who applies for financial aid is eligible to be considered only for loan assistance and for campus employment. All applicants must re-apply for financial assistance each academic year and separately for a summer session. For additional questions regarding financial aid, students may also phone (336) 334-7973 or go to 102 Dowdy building, the Financial Aid office.

Confidentiality

There are procedures that ensure that the client’s confidentiality and legal rights are protected. Generally speaking, students are expected to abide by confidentiality guidelines as outlined in the ACA Code of Ethics (2005). Students are also subject to the guidelines, policies, and procedures of confidentiality as outlined at their sites.

Classroom

Students will maintain client’s confidentiality by refraining from discussing counseling cases in and outside the classroom.  In lecturer initiated discussion of cases, students will ensure that client’s privacy is maintained.

Internship and Practicum

In discussing confidentiality with prospective clients, students will inform clients that they are students under supervision and that their cases will be discussed in supervisory sessions.    Students shall also refrain from discussing clients outside of supervisory sessions unless expressed written consent is obtained from the client. The opportunity to audio- or video-tape a counseling session is at the discretion of individual sites.

Guidelines for Tapes and Transcripts

Students may have the opportunity to audio or video tape during their practicum/internship experiences at the discretion of their placement agency.  Prior to taping, each person being taped must sign a Consent to Tape Form. If the school/agency has a form then the student may use that one, if not one will be provided by the lecturer.

• Prior to beginning any taping, you are to explain the parameters of taping as outlined in the consent form.
•  Keep in mind that if taping minors, persons under the age of 18, parental consent is required on the taping form.
• Every group participant is required to sign a consent form if you decide to tape a group.
• Take two copies of consent form and please sign both copies and have the client sign both copies. One copy is for your file and one copy is for the client.
• Once you have a taped session, you are required to keep this tape in a locked and secure location (desk, file cabinet, etc.) when it is not in use.
• The tape is only to be transported to supervision. You will place the tape, tape critique form, and transcript (if applicable) in a sealed manila envelope labeled as confidential.
• Immediately after supervision, you will erase your tape as well as delete any electronic or paper copies of any session content and sign a form confirming this.

Guidelines for the Safekeeping of Confidential Documents

In practicum/internship experiences, students may have access to documents that contain client’s confidential information.  As such students need to ensure and maintain the confidential nature of those documents.

1. Confidential documents will be stored in a safe and secure location.  If needed for supervision purposes, they can be transported in, but not stored in cars.
2. Taped sessions of clients will be listened to/ watched in an environment in which the content cannot be overheard or seen.
3. Students will refrain from listening to taped sessions, transcribing tapes, accessing electronic information on clients at their place of work or in any other environment where someone else can access the information.
4. Students who chose to store client’s confidential documents electronically will ensure that other persons cannot access the information by implementing strategies such as, but not limited to, having password protected files, firewalls, etc.

The Department of Human Development and Services

North Carolina Agricultural and Technical State University

Proctor Hall - 329

Greensboro, NC 27411

Telephone: (336) 334-7916

hdsv@ncat.edu