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General Description
Requirements
Policy Provisions
Performance Evaluation
Subject Experts
Record Storage
Policy

Document Number: COUNS--106 Revision #: 1.0
Document Owner: Executive VP Date Last Updated: 08/17/2012
Primary Author: Director of Counseling/Disability Services Center Status: Approved
Date Originally Created: 02/21/2012

General Description
Description:

Information about storage of records relative to Counseling Center policy and procedure.


Purpose:

Delineation of policy.


Scope:

Counseling Services


Responsibility: Counseling Services
Executive VP

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Requirements
Relevant Knowledge: In order to comply with this policy you should know:
Standards of good practice
Current University policy

Terms and Definitions: Additional training

Corrective Action

Loss of privilege, general

Termination

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Policy Provisions
1.

Record Storage


Client files are kept in the filing cabinet in the director’s office.  No student workers may have access to the client files so the confidentiality of fellow students who may be clients at the Center is not compromised.   All client files must be returned to the client file cabinet by the end of the day.  If case notes or other documentation is not completed by the end of the day, the file must still be returned for secure storage and retrieved the next day.  It is important that all files be available in case a counselor must respond to an after-hours emergency with a client of the Center and needs a file for information or documentation.

 

Records will be destroyed in accordance with law no less than 7 years from last date of service.  A record of client names and dates of service will be maintained in the Counseling Center upon destruction of client record.

 

Note:  On occasion, it may be necessary to complete documentation the following day.  However, all situations involving crisis or emergency contact that occur during the regular office hours are to be documented on the appropriate forms and filed by the end of the day in which the contact was made. Any documentation of after-hours contact is to be filed as soon as possible the next working day.


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Performance Evaluation
Performance Metrics: Compliance with standard policy and procedure

Consequences: Further training
Job Termination
Loss of privileges

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Subject Experts
The following may be consulted for additional information.
Director of Counseling/Disability Services Center

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