Self-Assessment Guide

Part 1: Mission

Mission Statement

The mission statement has been approved by Dr. Tim Pierson, Vice President for Student Affairs. The Counseling Center’s mission is consistent with the Student Affairs Mission and Longwood’s Mission: “The development of citizen leaders who are prepared to make positive contributions to the common good of society.”

The Counseling center contributes to the education of the whole student, enhances the total well-being of Longwood students, and teach them the skills, behaviors, knowledge, and attitudes needed to function effectively in their academic and personal environments. We are committed to helping students learn and to achieve Longwood’s Developmental Goals:

1. Mastery of a broad body of knowledge

2. Mastery of a specialized body of knowledge

3. A sense of personal direction

4. A balanced and healthy lifestyle

5. Interpersonal effectiveness

6. Responsible citizenship

We have important contacts with students through our numerous activities. These efforts, stimulating quality interaction and involvement, affect learning. In How College Affects Students, Pascarella and Terzini (1991) wrote: “The environmental factors that maximize persistence and educational attainment include a peer culture in which students develop close on-campus relationships, participate frequently in college-sponsored activities, and perceive their college to be highly concerned about the individual student, as well as a college emphasis on supportive service” (p.604).

We attend to the developmental, psychological, and environmental difficulties of students, recognizing that the pressures of an academic environment, during a critical developmental period, often lead to problems which can be alleviated through professional intervention. If these problems remain unresolved, they can interfere with a student’s development, motivation, learning, and well-being. Through counseling and other functions, students are provided services to support their intellectual, social, and emotional development. Students must prepare for the challenges and options of a rapidly changing world. They will have to be able to find stability within themselves and find security in their ability to learn and think. In short, the staff is committed to helping students achieve the maximum from their education, as well as their personal environment, during a critical developmental period, often lead to problems which can be alleviated through professional intervention. When a student leaves Longwood, it is hope that the Counseling Center has added something to his/her preparation to master life’s possibilities.

In order to meet the challenge of “living fully,” each student must willingly accept responsibility for himself or herself and intentionally make choice’s to enhance his or her learning and well-being. In College: The Undergraduate Experience in America, Ernest Boyer (1987) wrote, “We urge that all students be helped to understand that wellness is a prerequisite to all else” (p.186). The Counseling Center has attempted to incorporate the wellness philosophy into its programming and individual counseling. A major goal is to encourage students to accept responsibility for their learning and their lives and to better understand themselves and the factors that inevitably affect their well-being. We want to help students become active participants in their quest for self-fulfillment, community involvement, and learning. In striving to accomplish our goals, we form partnerships and encourage students to form partnerships.

Our goals and objectives remain consistent:

1. Individual counseling is provided to a diversity of students experiencing ongoing or situational psychological or behavioral difficulties.

2. Emergency coverage and crisis intervention are provided in collaboration with other available mental health resources.

3. Consultation to faculty, staff, parents, and students who are concerned about a specific student or who need information about mental health issues. Information about a student cannot be shared without a signed release of information form.

4. Programs and workshops, which vary year to year, are provided to enhance the well-being of the Longwood Community.

5. The “Food For Thought” program offers a series of presentations on topics relevant to Longwood students and to in-class clearing.

6. A 200-hour supervised practicum is offered to graduate students in Longwood’s Community and College Counseling Program.

7. A supervised undergraduate internship provides an opportunity for the student to apply academic knowledge in a professional setting.

8. Collaborate with campus and community efforts via outreach and programs such as team membership (Wellness, Professional Development), RAs, Committees, and requested programs.

9. The Peer Helpers (advise and co-sponsor with Health and Wellness Center) are Longwood students who are involved in educational programming, wellness promotion, and community.

10. The professional development of the Counseling Center is addressed.

Along with the Health and Wellness and Campus Recreation, the Counseling Center has addressed the Strategic Plan:

The Longwood University Five-Year Strategic Plan:

July 1, 2004 – June 30, 2005 Implementation Schedule

July 1, 2003 – June 30, 2004 Implementation Schedule

Part 2: Program

Web Page

Annual Report 2003-2004

Learning Plan Outcomes for 2002-2003

Learning Plan Outcomes for 2003-2004

Strategic Plan 2003-2004 (Wellness Team) ---Link

Strategic Plan 2004-2005 (Wellness Team) ---Link

Report for Fall Semester, 2004

Individual counseling and other learning opportunities address the skills, attitudes, knowledge, and behaviors that promote criteria 2.4.1 through 2.4.16. We collaborate with other offices, especially the Health and Wellness Center, to address these criteria.

2.4.6 Career Choices

· Referrals are made to the Career Center.

2.4.7 Leadership Development

· We see many campus leaders on an individual basis.

· The Peer Helper Program provides many leadership opportunities

· Practicum students

2.4.15 Spiritual Awareness

· Referrals are made to appropriate ministers.

· Adviser to Catholic Campus Community.

· Wellness Committee addresses the Wellness Dimension, Beth Johnson, intern in Health and Wellness, conducted a study last year.

2.7.c. We conducted a campus-wide screening for depression. We make referrals for psychiatric assessments and assessments for learning disabilities.

2.7.e. The Academic Support Services address skill or preparation deficiencies.

2.7.f. There are no psychiatrists in private practice in Farmville now, we have to make referrals outside Farmville. They are often made in a student’s hometown. We sometimes refer to the psychiatrists at Crossroads; policy demands that they receive their subsequent counseling at Crossroads.

2.7.h. Services are primarily for students; this is reflected in our mission statement. Students pay for our services in the auxiliary budget. We will see a faculty member or staff member once on an assessment and referral basis. We also consult with faculty about students (within limits of confidentiality) or mental health issues. We do attend new faculty orientation.

Faculty Information Packet

We had minimum response to workshops offered several years ago.

2.4.14 We have a good relationship with Lonnie Calhoun, Director of Multicultural Affairs. I participated in a Cultural Training Program sponsored by Lonnie’s Office.

Part 3: Leadership

Staff

Wayne R. O’Brien Resume

Maureen Walls-McKay Resume

Betty Newman Resume

Personal Goals for 2003-2004

Wayne R. O’Brien was appointed Director of the Counseling Center.

This position is directed under the State Performance Management System. Tim Pierson, Vice President for Student Affairs, supervises and evaluates this person. Expectations are defined and evaluated on a yearly basis by Dr. Pierson.

The Director oversees the spending of the Budget; any expenditure requires his authorization.

Ethics – see part 13.

Selection of staff members and evaluations are directed by Human Resources and the Vice President for Student Affairs. Procedures comply with the State Performance Management.

The Director reports directly to Tim Pierson, the Vice President for Student Affairs. Dr. Pierson reports directly to Dr. Cormier, President of Longwood University.

Part 4: Organization and Administration

The following information will help you with Part 4:

Organizational Chart

Job Description – Director

Job Description – Assistant Director

Evaluation Letter

Procedures for Client Intake Information and Reports

Counseling Center Intake Reports (2)

Assessment of Student Problems at Intake

Authorization for Release of Information

Counseling Center and Release Form (audio recording for practicum student)

Informed Consent/Rights and Responsibilities --- See Website

Part 5: Human Resources

See Resumes---Link in the previous section.

Staff selection, evaluation, and supervision is directed by Human Resources and the Vice President for Student Affairs.

Professional development is accomplished by professional development inservices, and retreats, conferences and workshops, and professional reading. Staff members are encouraged to pursue professional development to maintain licensure and better meet student needs.

Maureen Walls-McKay and I supervise undergraduate interns and practicum students.

We do not utilize student employees or volunteers in our office.

Regarding the adequacy of the number of staff members, two previous CAS Studies concluded that we need additional staff. The level of staffing is not reviewed regularly. It seems logical to assume that as enrollment increases, demands for counseling will increase. Students are also bringing more psychological baggage with them.

Our contracts were reduced from 12 months to 11 months. This represents a significant loss in salary, even though work load has increased.

Part 6: Financial Resources

Certainly, our priorities are set within our mission and goals as well as our resources.

In 2000-2001, our operating budget was the following:

Total Contractual Services $3,404.00

Total Supplies and Materials $1,300.00

$4.704.00

In 2004-2005, our operating budget was the following:

Total Contractual Services $2,800.00

Total Supplies and Materials $1,300.00

$4,100.00

This represents a significant reduction in our budget.

We have submitted the following in the Five-Year Financial Plan

FY 2006

Personnel Services

· One additional Staff member.

Salary-Adm. $35,000

Fringes $11,200

$46,200

· Restore 2 contracts to 12 months

Salary-Adm. $8,336.00

Fringes $2,667.52

$11,003.52

· Non-Personnel Services

Operating $3,500

Equipment $3,800

$7,300

Justification for budget requests:

Personnel

1. The $46,200 (salary and fringes) is for an additional counselor. This has already been a critical need for several years.

· Two CAS Self-Studies concluded that we need an additional counselor to meet the growing demands (counseling and other services) and to enhance the services provided.

· An additional counselor will enable us to reduce risk management and liability issues.

· When the Counseling Center and the Health and Wellness Center are integrated, there will be an increased effectiveness in referrals to the Counseling; this will result in an increase in clientele.

· The Counseling Center will be able to give more attention to Sexual Assault and Substance Abuse.

· The Counseling Center will be able to provide more programs, workshops, and training. The current caseloads make this prohibitive.

2. The current staff should be restored to 12-month contracts. Currently, I am the only Director not on a 12-month contract even though my demands are at least equivalent. It would certainly help morale, improve quality of services, and reduce the need to make up for lost salary. Counseling Center position require full-time commitments.

3. By 2008, we will probably need another counselor for the same reasons.

Non-Personnel Services: $7,300

A. Operation: $3,500 This money will allow us to do the following:

· Provide professional development opportunities for additional staff members as well as for current staff.

· Increase the quality of materials produced by the Counseling center for marketing and programming.

· Increase the ability to conduct programs that address mental issues (campus wide) such as speakers, etc.

· To restore monies already cut from our budget and to deal with increased prices.

B. Equipment: $3,800

1. $3,300 for two computers (plus flat screens).

· We will need an additional computer for the new counselor.

· We will need a computer for interns and practicum students. The lack of a computer has been a constant criticism of their experience.

2. $500 for DVD and VCR

· Currently, we are without these resources which would enhance programming and training.

FY 2008

Personnel Services

· one additional staff member

salary-adm $35,000

fringes $11,200

$46,200

Part 7: Facilities, Technology, and Equipment

Inventory of Equipment

The Counseling center is located on the first floor Lancaster. The traffic flow on our part of the floor is minimal. Please come to visit and see our facilities.

Our reception area is comfortable and private when the door is closed. We have 3 offices. The small office is used for storage and records as well as space for interns and practicum students.

Our offices are not sound proof but this has not been a problem. Conversations in the office cannot be heard in the waiting area.

We do not have a group since we lost space to the Honors Program. This has not been a problem since we are able to conduct groups in one of the offices.

Each staff member has a computer, monitor, and printer. We need to upgrade our monitors. We have a fax machine, a paper shredder, and VCR and monitor.

The facilities, equipment, and technology are in compliance with requirements to provide access, health, confidentiality and safety.

Part 8: Legal Responsibilities

I believe that we are sensitive about policies and procedures that limit liability.

We have access to legal advice through the Commonwealth’s Attorney General Office.

The Human Resource office keeps us abreast of laws and state policy changes that effect our functioning. I attended a recent workshop on “record management”. When there is a question or problem, we can consult with Caroline Coulter, and with Tim Pierson, the Vice President for Student Affairs.

The licensure broads, professional (state and national) organizations, and professional literature and workshops help us keep current about pertinent laws. I also attend the Virginia Counseling Centers’ Directors meetings. When we have questions, we can contact/consult with other professionals.

HIPPA

HIPPA addresses the use and disclosure of individual’s health information as well as standards for individuals’ privacy rights and control over how their health information is used. A committee was organized to determine whether Longwood University was complying with the requirements of HIPPA and, if not, put policies and procedures in place in ensure compliance. According to the committee, the Counseling Center is in compliance with the regulations. The Counseling Center’s policies and procedures regarding privacy are directed by ACA and APA’s Professional Standards and Guidelines (see Part 12).

Here are some of the important procedures:

· Information will not be disclosed to any outside person(s) or agencies without the student completing a Release of Information Form. The only exception to this policy would be if, in the judgment of the counselor there is imminent danger to self or someone else.

· Prior to his or her initial session, a student is given an Informed Consent/Rights and Responsibility Form to read and sign.

· When a practicum student conducts counseling, the client signs an Information and Release Form which give the supervisor permission to listen to the audio tapes of the counseling sessions.

· The counseling records are stored in a protected area (locked storage room) and are kept in a fire-proof, locked cabinet. Only Counseling Center staff hold keys to the room and cabinets.

· Any information or correspondence regarding a student is shredded if no longer needed.

· Messages left on voice mail are unaccessible to unauthorized staff by means of a password.

· The Counseling Center complies with the Virginia State mandates regarding maintenance, storage, and elimination of confidential client information. Files are maintained for 10 years; permission must be granted from the state before destroying them.

· We do not send information via fax machine to locations to where assess is uncontrolled.

· Electronic information (e.g. appointments) is put on a disk which is stored in the files when the office is closed or unattended.

· We do not conduct electronic data (computer to computer) information exchanges.

Business Impact Analysis/Risk Assessment

A study was conducted last year regarding department information assets. Below are some of the requirements and/or protection measures necessary to reduce the impact on assets.

· Storing all client files in a locked room

· Storing all hardcopy documents in a fire-proofed locked cabinet.

· Only Counseling Center personnel hold keys to the locked, fire-proofed cabinets.

· Implement the password management system developed by IITS.

· Train all personnel regarding locking computers and setting password requirements.

· Log off SIS when away from the work station.

· Program computer screensaver to initiate after 10 minutes of idle time.

Part 9: Equity and Access

The only criterion that one must meet in order to use our services is that he/she is a registered student. Our clientele are fairly representative of the Longwood student population. The only time we have denied a student service was when we could not meet their needs.

In regard to distance learners, students in South Boston do not pay for our services. We would not deny them services if they drove to Farmville.

Some students are discouraged because they have to wait longer for their first appointment.

Part 10: Campus and External Relations

We are an integral part of Student Affairs and the Longwood Community. We have intentionally avoided operating like a private practice. As can be seen in previous reports, we have formed many partnerships.

We have a close partnership with the Health and Wellness Center. Over the years, we have engaged in many joint efforts (e.g. Peer Helpers, Alcohol Education, Wellness Team). Because of the connection between psychological and physical well-being, there are many referrals made between our offices. Health and Wellness has helped to make up for the lack of a psychiatrist in Farmville by prescribing medication for depression and anxiety.

We have a good relationship with Multicultural Affairs, Judicial and Honors, the Residence Life Staff, and Greek Life. We work closely with RAs and RECs.

Through our team (Wellness, Professional Development) efforts and committee work with staff and faculty, we have improved campus relationships.

Part 11: Diversity

Minority students participate in all our efforts including individual counseling (see 2003-2004 annual report).

We have a close working relationship with Lonnie Calhoun, Multicultural Affairs Office. I was involved with orientations for International Students and the Chinese Students. I underwent training in “cultural differences” offered by the office. We also attend programs offered through his office.

Part 12: Ethics

The American Counseling Association Standards ---Link

The American Psychological Association Standards

We adhere to the professional standards defined by the American Counseling Association and the American Psychological Association.

Our men’s research student was approved the Human Subject’s Research Committee.

Part 13: Assessment and Evaluation

Learning Outcomes 02-03

Learning Outcomes 03-04

Food For Thought 2002-2003

Food For Thought 2003-2004

“Last Call” and “First Round” Evaluations 2004

“Last Call” and “First Round” Evaluations 2003-2004

Summary of Men’s Health Research

Student Survey Fall 2004

As a result of the 1995-1996 CAS Self-Study, the following changes were made:

1. The Counseling Center required a full-time secretary.

2. The “withdrawal process” was taken out of the Counseling Center and moved to the Offices of the Academic Deans.

3. Student Health increased its’ willingness to prescribe medication for depression and anxiety.

4. The Counseling Center conducted 22 interviews with faculty and staff to solicit feedback about the Counseling Center and Longwood students.

There were several recommendations not completed:

1. The Counseling Center needs an additional counselor.

2. A formal relationship with a consulting psychiatrist is needed since there is no local psychiatrists.

3. The sound-proofing of the offices need to be completed.

4. A group room needs to be available.

During the 2000-2001 academic year, the Counseling Center conducted a self-study using the CAS Standards. The CAS Committee concluded that all components are functioning in a reasonably adequate way. The following recommendation would bring the Counseling Center into complete compliance.

1. The Counseling Center needs an additional counselor who would counsel students as well as coordinate outreach programming. Not achieved.

2. The Counseling Center needs to be more strategic and proactive about funding. This was partially achieved through grants from ABC and NCAA.

3. The Counseling Center should conduct a needs assessment.

Student Needs Survey, Fall, 2001

We administered brief survey to 25 sections of the Longwood Seminar. 373 Students (123 males, 250 females; respectively 33.0% and 67.0%) responded. The results were used, along with NACHA Data, to determine the 3 top priorities for the Wellness Team: depression, stress, and alcohol. Some of the results concluded:

27.9% of the participants had been in previous counseling:

Some of the issues experienced by immediate family members:

43.7% depression

49.6% grief/loss

27.1% alcohol abuse

26.8% divorce

24.4% anxiety

18.1% were currently taking medication:

Some of the problems that they were experiencing and/or had experienced.

Problem Current Past

depression 13.4% 31.6%

stress 58.7% 50.1%

anxiety 29.3% 20.4%

loneliness 18.8% 27.3%

self-confidence 28.4% 29.8%

As a result of the CAS Self-Study, the following goals were also achieved:

1. The Counseling Center completed a retention study for 2000-2001. We reviewed the retention rates for our clientele that year. We saw 206 students for individual counseling (190 clients (92.2%) completed the academic year. The reason that 16 clients (7.4%) withdrew form Longwood were:

6 medical withdrawals

2 marriages

2 expelled (disciplinary)

2 academic suspensions

1 transfer

3 personal (2 bad fits for Longwood)

Retention Study for 2001-2002

We saw 216 students for individual counseling during the 2001-2002 academic year. 193 clients (89.3%) completed the year. The reason that 23 (12.7%) withdrew were:

7 medical withdrawals

4 academic suspensions

1 permanent academic suspension

1 disciplinary suspension

3 other reasons

2 transfers

2 personal

1 no show

1 paid but didn’t return

2. The Counseling Center will make an attempt to work closer with Academic Affairs.

· The Counseling Center was part of a recourse program for SAS (Strengthening Academic Success) Program in the Fall of 2001.

· A guide to help faculty deal with students in distress was created and distributed.

· In the Fall of 2002, we developed and offered a three-part Professional Development Workshop series for faculty which addressed burn-out, boundary issues, and self-care.

· The Wellness Team addressed spiritual wellness by capitalizing on Sharon Daloz Parks’ visit to Longwood. There was a book club faculty and staff, the book, Big Questions, Worthy Dream, was used. Dr. Parks joined our club for a special discussion session.

Student Surveys – Fall 2004

We sent out client satisfaction surveys to students who utilized the Counseling Center for individual counseling (131). 31 students returned the survey (as of 12-10-04). The results are presented below.

1. I was able to set up an appointment within a reasonable time.

29 students (93.5%) responded “yes” or “definitely yes”