Scope of Services

Although most services are provided by CAPS, there are times when the students’ needs are not within the scope of services.

Please review our Scope of Services (pdf).

Attendance Policy

The intent of the Attendance Policy is to prevent appointments from going unused.

Each time a student misses an appointment without providing notice, another student is prevented from receiving care. When students promptly cancel or reschedule their appointments they cannot attend, that appointment time is then made available for another student.

With this policy, Counseling And Psychological Services (CAPS) encourages each student to be responsible and to understand the impact they have on other students.


As a participant in counseling, it is your responsibility to keep a record of your scheduled appointment.

Canceling an Appointment

If you are unable to make a scheduled appointment, we request that you cancel or reschedule one day (24 hours) in advance.

You can cancel or reschedule your appointment by:

(A) Calling CAPS at (434)395-2409 and speaking to a staff member or by leaving a message
(B) Emailing
(C) In Person at CAPS, on the top floor of the Health & Fitness Center

*A No Show is when a student does not show for a scheduled appointment without canceling or rescheduling the appointment.

If a student establishes a pattern of cancellations or rescheduled appointment and/or no shows, they will receive a notification from CAPS asking them to make an appointment with the Director before counseling services can resume.

Late Arrivals

If a student arrives more than 10 minutes after the scheduled appointment time, the appointment will be rescheduled for another date.

Cell Phone Policy

The purpose of this policy is to promote a safe and productive treatment environment that maintains confidentiality and minimizes distractions towards others. This policy applies to the use of cellular devices.


Scope This policy applies to all students and visitors.


1. Cell phones shall be turned off or set to silent mode upon entry into CAPS. While waiting for your counseling session silent phone use such as texting and internet browsing is permitted, however, incoming and outgoing calls are discouraged in order to minimize any distractions of others.

2. Photography, video, & audio recordings are not permitted.

3. Cell phone use during individual or group counseling sessions is a distraction to the counseling process and is not permitted. Inform your counselor prior to the start of your session if there is a possible emergency or urgent situation that may require you to utilize your phone.

Emotion Support Animals (ESA) Policy

Longwood University allows Emotional Support Animals (ESAs) to live with students in their University-managed housing upon approval by the Accessibility Resources Office.

Verification Requirements

The student will be asked to provide documentation verifying the following:

(1) The student has a disability
(2) The animal is necessary to afford the student with a disability an equal opportunity to use and enjoy a dwelling
(3) There is a clear and identifiable relationship between the disability and the assistance the animal provides

However, the mental health field at this time recommends that psychologists/counselors be wary of providing ESA-related documentation, citing issues of dual relationships and potential interference with or damage to the therapeutic relationship.

Third Party Recommendations

The current recommendation is “this type of service and any recommendations stemming from it should be made by competent third-party evaluators who can objectively view the issue and whose recommendations and conclusions have limited impact on the therapeutic alliance” (Younggren et al., 2016).

For this reason, CAPS professionals receiving requests for documentation will refer the student to an off-campus professional to make this assessment.

Documentation Requests Guidelines

When a student requests documentation for an ESA from CAPS, these guidelines will be followed:

  1. Explain to the student that CAPS does not provide verifying documentation.
  2. Refer the student to their current or past medical or mental health provider(s) outside of CAPS or to make contact with a local mental health provider.

Policy Source Materials

The following articles were reviewed before establishing this policy:

  • Chandler, C. K. (2015). Confirming the benefits of emotional support animals. Retrieved from
  • Clay, R. A. (2016). Is that a pet or therapeutic aid? Retrieved from
  • Kogan, L.R., Schaefer, K., Erdman, P., & Schoenfeld-Tacher, R. (2016). University Counseling Centers’ Perceptions and Experiences Pertaining to Emotional Support Animals. Journal of College Student Psychotherapy. 30(4), 268-283.
  • Younggren, J.N., Boisvert, J.A., & Boness, C.L. (2016) Examining Emotional Support Animals and Role Conflicts in Professional Psychology. Professional Psychology: Research and Practice. 47(4), 255-260.

Parameters for Telemental Health Services

CAPS pivoted to telemental health services and recognized that some limited scenarios are therapeutically indicated for telemental health services.

CAPS uses telemental health services for continuity of care, providing scheduled counseling via the HIPAA-compatible Zoom platform to a student who is enrolled in partnership or student teaching or internship and for timely response and in conjunction with RCL and/or Longwood Police, providing on-call services via phone or the HIPAA-compatible Zoom platform to a student experiencing a mental health crisis.