The Office of Counseling and Testing operates in accordance with established Policies and Procedures of the Division of Student Affairs.
Section IV.
Office of Counseling & Testing
A. Office Description
The Office of Counseling and Testing provides the following services for the university community: 1) administration of standardized tests (i.e, Praxis, CLEP and Miller Analogies Test); 2) personal counseling services for enrolled students; 3) accommodations for students with disabilities.
B. Administration of Standardized Tests
1. Test Fees: The Office of Counseling and Testing is responsible for collecting testing fees. Fees are collected by cash or by check. Each examinee is given a receipt after monies are collected. Receipt books can be checked out through the Cashier’s Office at FMU. The Office of Counseling and Testing also maintains a petty cash box. The box should contain a base sum of $100.00. For purposes of making change, it is helpful to have the $100.00 be made of five and ten-dollar bills. The administrative assistant for OCT has the responsibility of reconciling the receipt book with the monies contained in the petty cash box. Testing monies and the fee receipts are to be delivered to the Cashier’s Office on a weekly basis.
2. Placement Testing for New Students
a. Purpose of Placement Testing
The primary purpose of placement testing is to determine which English composition course is appropriate for new college students (entering students will either place into English 111/111Lab or English 112). Placement testing is mandatory for all entering students, unless a student meets the criteria for one of the following: (1) a student earned credit for a college-level English course through advanced placement credit or (2) a student satisfactorily completed a transferable, college-level English course. The cost of the English Placement Test is $5.00.
b. Structure of Placement Testing
Description of the Test: FMU currently uses a test called Accuplacer. Accuplacer is published by the College Board and a testing manual is housed in the Office of Counseling and Testing. The College Board customer service number is 1-800-486-8497. The test is administered via the web. Because there can be technical problems with computer-based testing, OCT also orders pencil-and-paper versions of Accuplacer. These tests must be hand-scored and are used only when there is a failure in the Internet connection.
Purchasing Tests: Tests may be ordered on-line. OCT completes a standing purchase order each year. The College Board sends an invoice to the university, which is signed by OCT and sent to the Accounting Office at FMU. For details on how to set up a standing purchase order, please contact Purchasing at 661-1160.
Notifying Incoming Students about Placement Testing: The Admissions Office notifies students of the placement testing requirement and advises students to complete the requirement before they participate in summer orientation. The Office of Counseling and Testing also mails testing information to students. This mailing typically takes place in March. To coordinate the mass mailing, OCT works with the Admissions Office and Office Services (i.e, to secure names, labels, and to assist with the mailing itself).
Test Administration: In order to administer the test, a computer with Internet access must be used. Preparation time for testing includes signing onto the Accuplacer web-site and entering FMU’s passwords. It can take up to 30 minutes to prepare an entire computer lab for testing. The test itself is not timed and students typically take 20-40 minutes to complete it.
Testing Times and Dates: Because there more than 700 students who need to take the placement test, the Office of Counseling and Testing offers group exams twice a week from March through August. OCT typically reserves one of the computer labs at the Academic Computer Center and is able to accommodate approximately 15-20 students at a time. Because space is limited, students are asked to call the office and make a reservation for their preferred testing date (the office phone number is 673-9707). OCT has found that it works best to offer testing at 3 pm, so students can attend a full day in high school. If students have to leave school early to take the exam, they may request an excuse form from the OCT. The Accuplacer test can also be administered on-site at the Office of Counseling and Testing. Although students are encouraged to complete the testing requirement before orientation, testing is always available the day of orientation. These are hectic testing sessions and as many as 100 students may be tested the morning of orientation. To run smoothly, a minimum of four staff members is usually needed.
c. Scoring and Course Placement
Accuplacer will compute the student’s score immediately after he/she answers the last question. The following scoring key is utilized:
0-102 English 111 and 111 lab
103+ English 112
(The highest score possible is a 119)
OCT prints two copies of the student’s score. On the first copy, the staff member should write down the student’s course placement (i.e, English 111 or 112). This should be initialized and the copy should be given to the student. Counseling and Testing keeps the second copy of the score report and enters that score under “Add/Change Test Scores” within BosaNova Emulation. When the scores have been entered into the system, a check mark is made in the upper right-hand corner of the score report. This indicates that the test is complete and that the score has been entered into Emulation. The printout is then filed alphabetically into a notebook (housed in OCT). A separate notebook is maintained for each academic year. Because the score report contains the student’s name, social security number and date of birth, the notebooks are housed in a locked storage room. Notebooks are to be maintained for three years and then the print-outs are destroyed. (OCT currently uses a monthly shredding service for proper destruction of confidential material.)
d. English 111 Bypass Exam and English 112 Exemption Exam
Description: Students who have been placed in English 111 and 111 Lab or English 112 may take an essay examination in an attempt to be placed in a higher level course. These exams are administered, by appointment, at the Office of Counseling and Testing. Students passing the English 111 Bypass Exam will not receive academic course credit, but will be allowed to skip English 111 and enroll in English 112. Examinees passing the English 112 Exemption Exam will receive 3 hours academic course credit and will then be placed in English 200. Currently, all students must take English 200--this course cannot be exempted through an advanced placement test.
Students are not encouraged to take the English 111 Bypass Exam unless they score at least a 96 on the placement test. For students taking the English 112 Exemption Test, they should be notified that the pass rate is low. Students typically must score in the 90th percentile (or above) to have a sufficient chance at passing the English 112 exemption exam.
Test Fees: The cost of the Bypass/Exemption test is $15.00. When examinees present for testing at the Office of Counseling and Testing, a receipt is filled out for payment and a copy given to the examinee. Examinees are also asked to complete identifying information on the Advanced Placement Test(s) Results form, which is housed in the Office of Counseling and Testing.
Testing Procedure: When students take the exam, they are provided with a dictionary, scratch paper and paper for a final draft. All materials, including scratch paper, are collected before the student leaves. Students have up to two hours to complete the exam. Completed exams are sent via interoffice mail to the chair of the English Department. The English Department evaluates the essay and marks it as “Pass” or “Fail.” It typically takes the department seven to ten days to evaluate and return an exam. The graded test is returned to OCT, who then notifies the student of his/her results (a completed copy of the Advanced Placement Test/Results form is mailed to the student). The graded English Bypass/Exemption is stored at the Office of Counseling and Testing. The tests are stored for approximately five years and are then destroyed.
e. Mathematics Placement for First-Year Students
Students frequently ask whether they are required to take a math placement test. There is not a placement test. Placement is done by the Mathematics Department. The mathematics department evaluates the applications of all incoming students (folders are housed at the Admissions Office). Placement is made after the math department reviews each student’s SAT or ACT score, math courses taken in high school, and grades earned in those math courses. Students are informed of their math placement during summer orientation.
3. Proficiency Testing for Adult Applicants
a. Description: Adult students (25 or older) are asked by the Admissions Office to demonstrate proficiency in Math and English as part of the application process. FMU uses Accuplacer for both tests. Examinees are charged $5.00 and this fee covers both tests. A receipt is issued to the examinee.
b. Scoring
Accuplacer will compute the student’s score immediately after he/she answers the last question. The English part of the test is the same as the English Placement Test (referenced in section 4.1). The following scoring key is utilized:
0-102 English 111 and 111 lab
103+ English 112
The scoring key for math is as follows:
Elementary Algebra:
Accuplacer Score Recommended Math Course
Lower than 87 Math 105 or Math 120
88 – 107 Math 111 or Math 121
Higher than 108 Take College Level Math
Placement Test
College Level Mathematics
Accuplacer Score Recommended Math Course
0 – 62 Math 111
62 – 85 At least Math 132; See Math
Advisor
86 – 120 See Math Advisor; Math 132
or 201 suggested starting
point
The student will have a separate score report for math and English. OCT prints three copies of each score report. On the first copy, the staff member should write down the student’s course placement (i.e, English 111 or Math 105). This should be initialized and the copy given to the student. The second copy is sent to the Office of Admissions. It should also include the recommended course placement and is initialed by the OCT staff member. Counseling and Testing keeps the third copy of the score report and enters the English score under “Add/Change Test Scores” within BosaNova Emulation. If the student is admitted to FMU, this score will be used as the student’s English Placement Test. When the scores have been entered into the system, a check mark is made in the upper right-hand corner. This indicates that the test is complete and that the score has been entered onto Emulation. The printout is then filed alphabetically into the notebook for placement testing (see Section #4.1c above).
4. Exemption Credit through Advanced Placement Credit and CLEP
NOTE: EXEMPTION EXAMS ARE DIFFERENT THAN PLACEMENT TESTS OR BYPASS EXAMS. PASSING AN EXEMPTION TEST MEANS THAT A STUDENT WILL BE REWARDED WITH COLLEGE CREDIT FOR HIS/HER EFFORTS.
a. Description of the College Board Advanced Placement Program
The College Board sponsors a program called the Advanced Placement Program (AP Program). The AP Program allows students to engage in college-level course work while still in high school. Students show that they have mastered a subject by taking a national standardized exam over the course material. The College Board administers AP exams each May at designated testing sites. Students passing the exam can receive academic credit from any college or university that participates in the AP Program. Francis Marion University is a participant in the program.
When students list Francis Marion as a score recipient, the College Board sends the score report to the Office of Counseling and Testing. Scores are typically received during the second week of July. Scores range from one to five; a student typically needs to score a three or better for college credit. The score necessary for credit is determined cooperatively by the appropriate department or school and the Registrar. The University Catalog lists each individual AP Course and the scores needed for course credit at FMU.
b. Counseling and Testing Procedures for AP Credit
The administrative assistant for OCT coordinates the processing of AP credit. The staff member reviews each score report sent by the College Board. If a student has a passing score, the staff member completes a form entitled “Francis Marion University Exemption Examination Form.” The Exemption Examination Form is sent to the appropriate Department Chairperson/Dean for approval. When the Dean or Department Chair has signed the form, it is returned to the Office of Counseling and Testing. A copy is then sent to the Student Services Counselor in the Registrar’s Office. The Registrar’s Office enters the exemption credit as part of the student’s academic record. Exemption credit counts toward hours earned but is not calculated as part of the student’s cumulative grade point average.
c. College Level Examination Program (CLEP)
The Office of Counseling and Testing is responsible for administering the exemption exams offered by the College Level Examination Program (CLEP).
Francis Marion University awards course credit for satisfactory scores on the Subject Examinations offered through CLEP. Only freshman and sophomore students are eligible to take CLEP exams without prior permission from a department chair. Juniors and seniors may attempt CLEP exams with the permission of the department chair or dean of the school or discipline in which a particular exam is offered. There are 28 subjects available for CLEP testing. Please see the University catalog for a list of approved tests and the scores needed to earn college credit.
CLEP exams are computer-based tests and are scheduled on an individual basis at the Office of Counseling and Testing. The manual for administering CLEP exams is housed in the administrative assistant’s office. The folder containing key passwords is maintained separately in the director’s filing cabinet. Each CLEP exam lasts 90 minutes. The cost of each exam is $60.00, payable by check or credit card to CLEP. There is also a $15.00 proctoring fee, payable by check or cash to FMU. A testing fee receipt will be given to the examinee for the 15.00 proctoring fee. The $60.00 payment is sent to CLEP and is not receipted. If the examinee is taking the test for credit at FMU, the Advanced Placement Test/Results form will be filled out by the examinee before the test. At the completion of the test, the examinee will receive an unofficial copy of his or her score report. CLEP will also mail an official copy to the student and his/her requested institutions. If a student passes the test and earns exemption credit, the administrative assistant completes the Exemption Examination Form and follows the procedure referenced in Section #4.3b above.
5. National Standardized Tests
a. Institutional SAT (ISAT)
i. Comparison of the ISAT and the SAT
The College Board oversees the SAT and the ISAT programs. The College Board sets national testing dates for the SAT and examinees take the test at designated testing centers (usually community high schools). The test is typically administered in large group format and answer documents are sent to the College Board for scoring. The College Board also makes the exam available to colleges and universities for on-campus administration and scoring. SAT’s administered on-site at a college or university are known as Institutional SAT’s (ISAT’s). ISAT’s are typically offered to applicants who have not taken the SAT in high school, or who need to improve their scores.
Students often improve their scores when they take the ISAT. The reason for this is unclear. The content of the SAT and ISAT is identical. Both tests are administered according to standardized instructions. The ISAT is less formal, however, because it is administered individually or in small group format. The ISAT lasts approximately three hours and twenty minutes with two five minute breaks.
Both the SAT and ISAT have an essay section, 4 verbal subtests and 4 math subtests. Students get three scores – one verbal, one math and one written. The scores range from 200 to 2400, with 2400 being the best score. Francis Marion University does not currently utilize the written subscore as part of its admissions criteria.
Francis Marion has a policy that ISAT scores can only be used for admission to our university. No transcript service is available and OCT will not transfer scores to another institution. It is important for students to know that the Commission on Higher Education (CHE) does not recognize the ISAT in awarding scholarship monies. For example, if a student scores above an 1100 on the ISAT, he or she will not be eligible for the Life Scholarship.
ii. Administering the ISAT
The ISAT is scheduled, by appointment, at the Office of Counseling and Testing. Cost of the test is $50.00. When examinees schedule an exam, they should be told about the cost of the exam and should be instructed to bring a photo ID and a calculator. Examinees must present their photo ID upon arrival. Examinees are then asked to complete the ISAT Score Report Form. The examinee will also be given a receipt for payment.
Examinees are seated in the testing room and are given a test booklet and an answer document. There are two forms of the ISAT, Form T and Form V. Examinees in adjacent testing carrels should be given different test forms. Examinees are asked to complete identifying information on the answer document. It is particularly important that they sign the certification statement and that they note which form of the test they are taking (Form T or Form V). They are also asked to sign the back cover of the test booklet. Examinees are then instructed to read the instructions on the back cover of the test booklet.
Testing may begin after all examinees have finished reading the instructions. There are 9 parts on the ISAT: essay section (25 minutes), five 25 minute sections, two 20 minute sections, and one 10 minute section. Examinees are instructed to work only on the section of the test that is being administered. Switching between sections is not allowed. Students may use a calculator on the mathematics sections of the test. If an examinee does not bring a calculator with him or her, OCT has one or two available for lending. Examinees are given a five minute break after the third section and the sixth section.
After the tests have been completed, they are sent to Educational Testing Service (ETS) for scoring. Results are usually received within 2 ½ to 3 weeks. When the results are received, they are entered on the ISAT Score Report Form (which the examinee filled out prior to testing). The white copy of the form is mailed to the examinee and the yellow copy is sent to the Admissions Office. The remaining copy is stapled to the examinee’s scoring worksheet (from ETS). These documents are stored in a filing cabinet in the administrative assistant’s office and are maintained for five to seven years.
Repeat Testing: Because there are two forms of the ISAT, students may take the test more than once. The second administration should occur at least one month after the first. After a student completes the test, the administrative assistant enters testing information into an Excel spreadsheet (name, form administered, and test date). At the end of each week, the spreadsheet is updated and printed. A copy is kept with the scheduling book. When students make an appointment for the ISAT, their name is checked against the database. If the students needs to take a specific form of the ISAT, it is noted in the scheduling book. A check mark is placed next to the examinee’s name, signifying that the name has been checked with the database.
iii. Ordering and Returning ISAT Test Booklets
Test booklets and unused answer documents are ordered via purchase requisition from the College Board. OCT typically orders 100 tests at a time (50 Form T tests and 50 Form V tests). The College Board requests that test booklets be returned after they have been used. OCT typically returns the entire shipment in one mailing (at the end of the academic year).
b. Residual ACT
This test is similar in concept to the ISAT. It is a form of the ACT that is administered on-campus for students who 1) need to improve their score for admission purposes, and/or 2) were not able to take the ACT Assessment on a national test date. For detailed information about the Residual ACT, please see the supervisor’s manual, which is published by ACT. A copy of the supervisor’s manual is housed in the filing cabinet in the office of OCT’s administrative assistant. OCT administers Module C, which includes a complete ACT Assessment and basic student identification.
Testing Fee: Examinees are charged $50.00 for the Residual ACT. Students are given a receipt prior to take the exam. They are also asked to bring a photo ID and this should be examined before testing begins.
Test Scoring: ACT requires that answer documents be returned to them for scoring. OCT has a standing purchase order with ACT. The office is billed on a monthly basis, based on the number of answer documents scored that month. Scores for students testing residually will be sent to FMU’s Office of Admissions. No student reports or high school reports are generated and no additional score reports will be sent to any other institution. At the end of each month, the administrative assistant for OCT asks the Admissions Office to review their score reports and look for examinees who took the Residual ACT (the score typically has an “R” next to it.). The score is then recorded on a form constructed by OCT and mailed to the examinee.
Year-End Accounting: ACT requires that all materials be returned at the close of each Residual testing year, which occurs at the end of October. All materials must be returned by November 15 and OCT is held accountable for any difference between the total number of answer folders originally sent and the total number of unused answer folders returned to ACT.
c. Miller Analogies Test (MAT)
i. General Information about the Test
The MAT is used as a graduate admission test and is very popular with education majors. The Office of Counseling and Testing has been approved as a Controlled Testing Center for the MAT. The Psychological Corporation oversees the MAT. They have published a testing manual that explains the administration process in detail. Anyone who administers the MAT should read this manual carefully.
The testing manual is located in the filing cabinet of the administrative assistant’s office. For information about the MAT, examinees are referred to www.milleranalogies.com.
The MAT is offered Monday through Friday (8:00 a.m. to 3:00 p.m.). The Office of Counseling and Testing uses the computer-based format for administering the test. Space is limited to two computers, so examinees are asked to call and reserve a testing time.
When examinees contact the Office of Counseling and Testing, the following information should be shared with them:
· Cost of the test is $55.00.
· Individuals must present a photo ID prior to testing.
· Arrive 15-20 minutes before testing. It usually takes a while for examinees to complete registration information.
· It is important for Counseling and Testing to know whether the examinee has taken the MAT before. If so, the individual needs to bring a retest admission ticket. Examinees are given a retest admission ticket whenever they receive an MAT score report from the Psychological Corporation. They are notified that they will need to present the retest admission ticket if they choose to take the MAT again. OCT staff uses the ticket to determine which form(s) of the MAT the examinee has taken in the past. The examinee must be given a different form when he or she presents for retesting (Note: this is covered in detail in the MAT manual).
· When an examinee signs up for the test, OCT staff should record the person’s phone number and ask how many times he or she has taken the test before. If someone has taken the MAT five or more times, OCT must contact the Psychological Corporation and ask them for an alternate form of the test. This will necessarily delay a person’s testing date.
ii. Test Day Procedures
When examinees present for testing, a Testing Fee Receipt is written for $55. A registration form is then filled out on the computer and a test ticket is printed out with a Test Activation ID for processing on the computer. The test proctor must request a photo ID and must examine the ID before testing. Examinees are also requested to present their Retest Admission Tickets, if applicable.
After the test is completed, a preliminary score report is given to the examinee. Approximately two weeks after testing, MAT will mail an official score report to the examinee and his/her requested institutions.
d. Other Professional Exams
The Office of Counseling and Testing has been approved to supervise the following professional tests: PRAXIS and GRE Subject Test. The Educational Testing Service oversees both tests. All tests must be administered according to standardized testing protocols. The Office of Counseling and Testing has testing manuals for each of the tests and must strictly adhere to the procedures outlined in those manuals. If it fails to do so, the office risks losing its designation as an approved test center.
The PRAXIS and GRE Subject Tests are administered on national test dates set by the testing corporation. These test dates are announced approximately one year in advance. As soon as OCT is notified of the test dates, it is advisable to reserve classroom space on campus. This is accomplished by making a Facilities Reservation Request (661-1133) and completing the appropriate paperwork. It is preferable to do testing in Leatherman Science Facility because that building has new desks (with more writing space). Testing usually takes place on Saturdays. Because the building(s) must be unlocked the morning of the test, it is helpful to send a “reminder email” to the Chief of Campus Police the day before the test. Tests are usually returned on the following Monday. For Federal Express and UPS pick-up, staff may call FMU’s shipping and receiving office at 661-1156.
C. Clinical Protocols
- Mental Health Emergencies
a. Crisis Situations During Work Hours
If a student calls or walks in during work hours and states that he or she is experiencing a crisis, the student should be offered an immediate appointment with a senior clinician at the Office of Counseling and Testing. Dr. Lawson or Mrs. Heyward will assess the student and make appropriate recommendations.
When a senior clinician is not available, the student should be given the following:
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a “next-available” appointment with Dr. Lawson or Mrs. Heyward; and
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instructions to call Campus Police (661-1109) or Pee Dee Mental Health (662-1401) if the situation worsens; and
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the option of going to a local emergency room for immediate assessment.
If the student appears to need immediate assistance, Campus Police should be contacted and advised of the situation. In extreme emergencies, call 911 and explain the nature of the emergency to a dispatcher in order to obtain law enforcement assistance and ambulance transportation to the an emergency room.
i. Involuntary Hospitalization
All involuntary admissions must be arranged through Pee Dee Mental Health. The evaluating clinician should call 662-1401 and ask for the on-call crisis worker. The presenting situation should be relayed and Pee Dee Mental Health will instruct the clinician as to the next step.
ii. Voluntary Hospitalizations
If a student appears to need hospitalization, and is willing to go voluntarily, the evaluating clinician should ascertain whether the student has insurance coverage. If the student has insurance, it may be possible to arrange a direct admission. The clinician should call McLeod Behavioral Health Services at 777-2900. They will take the presenting information and will usually contact the student’s insurance provider. If a voluntary admission is approved, arrangements are made for the student’s transportation. If a student does not have insurance, he or she should be encouraged to go to the McLeod Emergency Room. Admissions for students without insurance must be arranged through Pee Dee Mental Health. They will do their own assessment at the ER and will either discharge the student or arrange for a voluntary/involuntary admission. If a student is sent to the ER, the evaluating clinician should contact the ER and Pee Dee Mental Health and advise them of the student’s impending presentation.
Transporting a student to the hospital: The best transport option is to contact a friend or family member and have that person meet the student wherever he or she is being assessed (usually at the Office of Counseling and Testing). The friend or family member can then provide the transport to the hospital. Campus Police may also be able to assist with transportation. The Office of Counseling and Testing should follow-up and confirm that the student presented as arranged. If the student does not show up at the hospital, a decision must be made as to what to do next (manage the crisis on an outpatient basis or pursue an involuntary admission). Obviously, this will depend on the presenting situation and may involve contacting the student in order to reassess him or her. In some situations, the immediate response will be to contact Pee Dee Mental Health and pursue an involuntary admission.
b. Crisis Situations After Hours
Students calling the Office of Counseling and Testing after hours will hear a recorded voice message. The message will instruct them to contact Campus Police (661-1109) if they are experiencing a mental health emergency. CampusPolice will then follow the procedures established in Francis Marion University’sDisaster Plan (addressed in the section entitled “Psychological Crises”).
Campus Police should ascertain if the person has a therapist, psychologist or psychiatrist and should attempt to make contact with that mental healthprofessional for assistance.
If the individual is being seen by someone on the Counseling and Testing staff, Campus Police should contact the counselor and/or the Director of Counseling and Testing at home. Counseling and Testing may also be contacted for consultation, even if the distressed student is not an active client of the agency.
Should the individual’s own therapist and/or Counseling and Testing be unavailable, Campus Police may contact Pee Dee Mental Health at 662-1401. Campus Police should be prepared to arrange transportation to McLeod emergency room for medical evaluation.
- Programs for Students with Alcohol/Drug Judicial Sanctions
a. First-Offense and/or Minor Alcohol Violations
The Dean of Students (or designated Judicial Officer) determines a student’s judicial sanctions. For a first-time and/or minor alcohol offense, students are typically asked to complete an alcohol education class at the Office of Counseling and Testing. The office currently uses a self-paced, interactive computer program called Alcohol 101. This program was developed by the University of Illinois at Urbana-Champaign, in partnership with The Century Council. Computer disks and information about Alcohol 101 can be obtained from the Century Council (www.centurycouncil.org).
Alcohol 101 Administration and Record-Keeping Procedures
The Dean of Students Office sends copies of students’ alcohol-related judicial sanctions to the Director of Counseling and Testing. These sanctions are filed alphabetically and a new folder is started each semester. Students are instructed to call the Office of Counseling and Testing to make an appointment for Alcohol 101. Currently, the office can accommodate one student at a time. Students should be allowed 60-90 minutes to complete the program.
When the student arrives at the Office of Counseling and Testing, he or she should be given a blank Alcohol 101 Worksheet (housed in the administrative assistant’s filing cabinet). The worksheet asks for the student’s name and the current date. The proctor also makes note of the time started and the time ended (students should interact with the program for at least one hour).
Alcohol 101 is administered on one of the two desktop computers in the testing room. The program is accessed by going to the icon “Alcohol 101.” Students begin by entering personal data, which takes about 5-10 minutes. Students then enter a “virtual party.” At this point, they begin answering questions on the worksheet.
Completed worksheets are entered into the judicial sanctions folder for that semester. The Assistant Dean of Students sends a form for each student who has been assigned to alcohol/drug prevention classes. When a student completes Alcohol 101, OCT returns a copy of the form and will note that the student has completed his/her requirement. At the end of the semester, all remaining forms will be returned – signifying that these students did not complete their Alcohol 101 assignment. This tracking system is managed by OCT’s administrative
assistant.
b. Second-Offense/Serious Alcohol Violations, and/or Drug Violations
The Dean of Students Office may sanction students to a higher-level treatment program. The Office of Counseling and Testing currently utilizes the Prime for Life Treatment Program (a 10-hour, psycho-educational group experience). The group is designed to meet both prevention and intervention goals.
Before entering the group, students must meet with the group facilitator. They will be screened for the group and will complete intake paperwork for the Office of Counseling and Testing. Students must purchase a $13.00 workbook for use during the group and must attend all sessions to successfully complete the program. After the final group, each member must participate in an exit interview with the group facilitator. Upon completion of all group requirements, a letter of completion is mailed to the Dean of Students Office.
Students who have criminal convictions for alcohol and other drug offenses may be able to join the Prime for Life group to satisfy a court requirement. This presents an advantage to the student because Counseling and Testing offers the group for free (except for the workbook fee). Participation in a community-based Prime for Life program may cost the student hundreds of dollars. If a student wants to use the FMU Prime for Life group to satisfy a court requirement, he or she needs to seek permission from the court and is responsible for providing Counseling and Testing with the appropriate paperwork. A letter of completion will be mailed to the appropriate office(s) after successful completion of the group.
D. Disability Services
The Office of Counseling and Testing is charged with the responsibility of coordinating academic accommodations for students with disabilities. Information about the accommodations process is contained in the FMU Handbook for Students with Disabilities. For broader concerns under the Americans with Disabilities Act (e.g., requesting an interpreter or wheelchair lift at a community event), students and community members are referred to the Vice President for Administration. The VP for Administration serves as the campus ADA coordinator.
E. Student Record Management
The Office of Counseling and Testing (OCT) is responsible for maintaining the security of confidential data. The following student information is to be protected:
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Psychotherapy charts
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Disability folders (with accompanying qualifying documentation)
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Testing Score Reports (i.e, ISAT, GRE, English Placement, AP Credit)
1. Protection of Records
The integrity of student records will be maintained through the following measures.
a. Building Access: OCT is housed in a medical building owned and operated by McLeod Physician’s Associates. At the end of working hours, all outside doors are locked. The building has a security system which is set for 11 pm each night. Once the security system is activated, an individual must use both a key and an access code to enter the building. Motion detectors activate an alarm if entry is attempted without using the access code. Local and campus law enforcement agencies are automatically alerted if the alarm is activated. During working hours, the security system is disabled.
b. Staff Access: The following individuals have a key to the building and are provided with the access code: the Director of OCT, the Assistant Director, and the Administrative Assistant for the office. Student Health Services is housed in the same building and the Coordinator of Student Health has a key and the access code. The building is shared with a medical office (The McLeod Diabetes Center) and each staff member has a key and the access code. Francis Marion and McLeod have separate contracts with cleaning agencies. Staff from the cleaning agencies enter the building nightly and are provided with both a key and the access code.
c. Physical Location of Student Records: Active clinical files are maintained in the office of each clinician. Each clinician is able to lock the files in his or her desk and is expected to do so at the end of each working day. Disability files are housed in a filing cabinet in the administrative assistant’s office. The administrative assistant is responsible for locking the filing cabinet at the end of each working day. Inactive files are stored in locked cabinets. The cabinets remain locked during working hours. The director of OCT has a key to each of the filing cabinets in the office. Extra keys are labeled and are housed in the chart room for Student Health. The chart room is locked at the end of each working day. Testing score reports are stored in individual binders and are also housed in the chart room.
d. Faxes: Faxed documents are received at the work station in Student Health Services. This is considered a secure location.
e. Destruction of documents containing personal identifiable information: Any document which contains personally identifiable information will be destroyed in a secure fashion. For example, a clinician writing a referral letter to another clinician and may need to destroy preliminary drafts of the letter. OCT has a contract with a document removal company (ShredFirst) which allows for the secure destruction of documents. Documents are placed in a locked bin. ShredFirst removes the bin on a monthly basis and shreds the documents on-site.
f. Electronic Storage of Student Records – OCT does not transmit any health data electronically and is therefore not covered under the Health Insurance Portability and Accountability Act (HIPAA). As part of best practices, however, many of the privacy and security regulations of HIPAA are followed. For example, each computer in the office is password-protected. Clinician notes are typed on the computer using a template. Once a note is typed and printed, it is not saved. For students with disabilities, accommodations letters are typed at the beginning of each semester. These letters verify that a student has a disability and specifies the accommodations for which he or she is eligible. These letters are typed and stored on a removable storage device, which is kept in a filing cabinet in the administrative assistant’s office. The filing cabinet is locked during non-working hours.
2. Confidentiality of Student Records
a. Student Files
Student’s clinical files are considered confidential. Verification of treatment and information about treatment services will not be released without the consent of the student. Exceptions include: 1) emergency situations where disclosure is necessary to avert a serious threat to the health or safety of the student or the public; 2) to report suspected abuse or neglect of a minor, elderly person or disabled person; 3) to comply with a court order to disclose records. Students are notified of their confidentiality rights during the initial session. They are asked to read and sign an informed consent form which details their right to privacy and the conditions under which confidentiality may be breached. Students are also given information about their right to inspect their treatment records and their right to request copies of same. When treatment records (or general treatment information) is to be shared with another entity, students are asked to sign a written release of information. The release contains the following information:
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A specific definition of the information to be used or disclosed
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To whom the information is going to be disclosed
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The purpose of the disclosure
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An expiration date
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The right to revoke
Student with disabilities are asked to sign an authorization form which gives OCT permission to communicate with their professors about their accommodations. Students also have the option to sign a form authorizing communication with their parents or other university officials.
Individuals who have testing records administered or housed by OCT are allowed to request copies of their score reports. Scores are only released to the individual who took the test. Some score reports, i.e., English placement test, ISAT are released to relevant university offices (i.e., the English department or the Admissions Office).
b. Staff Training: Depending on their educational background, clinicians are expected to adhere to the ethical standards outlined by the American Psychological Association (APA) or the American Counseling Association (ACA). The administrative assistant is trained in the privacy and security standards of the office. Violations of confidentiality and/or office privacy policies are considered actionable offenses and consequences are pursued through state government disciplinary procedures. OCT offers a graduate assistantship to students enrolled in the graduate training program through the department of psychology. Graduate students are trained in the privacy and security standards of the office and are asked to sign a confidentiality statement at the onset of employment. Violation of office policy would be considered an actionable offense and could result in the graduate student’s dismissal from the graduate program.
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