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«The Clinical Developmental Handbook 2013-2014 Department of Psychology York University Updated: August 27, 2013 by Mary Desrocher 2 Table of ...»

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Nature of Clinical Activity:

Name & Address of Clinical Activity Site:

Name of Supervisor:

Was this work approved in advance?

[ ] yes [ ] no – why not?

Hours Completed: Face-to-face Hours:

–  –  –

Total Number of Hours:


Supervisor Statement:

I hereby confirm that _____________________________________completed the stated number (name of student) of clinical hours at the above-named setting under my supervision and that the work completed was satisfactory.

–  –  –

The Clinical Developmental Area recognizes that students may encounter difficulties from time to time during their time in the program. We want students to have a positive experience in the program and thus we hope that any difficulties which do arise can be dealt with early on and constructively. We have developed this document to inform students about some suggested ways to help resolve difficulties and to make you aware of the official procedures available, should you ever need them.

Please note: This is not a legal document and is not official University policy. If a formal complaint is being considered, students should see the FGS policies in the Graduate Program Handbook and the FGS website.

In general when difficulties arise, it is often best to try to deal directly with them and seek a resolution (e.g., perceived unfairness regarding a course grade, differences in expectations between a student and a supervisor regarding RA responsibilities). This is not easy but is often effective and may be a good learning experience. However, as a student, you are clearly in a hierarchical relationship in which you frequently have less power than faculty and we recognize this may be awkward for you.

So, if your attempt to deal with the situation is unsuccessful or you find it impossible to address, your next recourse is usually the Director of Clinical Training (DCT) who is responsible for the program academically and professionally. He or she will try to listen respectfully and help generate and evaluate various solutions or options to address the situation, which might include taking actions such as speaking with the other faculty member, having a joint meeting, etc. depending on the situation and your wishes.

If the DCT is unable or unwilling to help you address the situation, or wishes the Area as a whole to make a decision (or the DCT is the person with whom you are having difficulty), you may petition the Area (more likely if it is a "area" mater). The DCT or another faculty member will present your case to a monthly meeting of the CD Area (excluding student reps).

Alternately, you may speak to the Graduate Program Director (GPD), especially if it is a graduate program or FGS matter. He or she will advise you regarding possible next steps including petitions and appeals beyond the Psychology Department. These are also outlined in the Graduate Program Handbook, the CD Handbook, and the FGS website.

You also have access to the University’s Ombudsperson’s office, an arms-length office designed to provide fair conflict resolutions within the University (see below for contact info).

–  –  –


Academic issue including specific course grade appeal etc. 1) course director 2) DCT 3) GPD Thesis/dissertation research 1) supervisor 2) DCT 3) Area 4) GPD General progress in CD Area 1) supervisor 2) DCT 3) Area 4) GPD


Within Practicum Courses (6910P and 6930P) 1) practicum course director 2) DCT 3) Area Outside Practicum Courses (i.e., optional 3rd practicum, program-sanctioned hours, internship) 1) DCT 2) Area

For further information regarding Grievance and Complaint Procedures, you may consult:

FGS Policies and Regulations as well as Petition Forms at:


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Procedures Used to Hear Appeals by Students against Decisions of Graduate Programmes Concerning Academic Issues The graduate programme will make the initial decision on any academic issue, including an evaluation based on academic judgement (for example, course grades, research review papers, qualifying examinations). Note: Appeals of course grades will be heard by the graduate programme or undergraduate department responsible for issuing the grade using the procedures set out by the programme or department.

If the graduate student is dissatisfied with the initial decision of the graduate programme on any academic issue, excluding an evaluation based on academic judgement, he or she may appeal within fourteen days from the date on which he or she was notified of that decision notice given to the Dean of Graduate Studies.

Once a notice of appeal is received, the Dean of the Faculty of Graduate Studies or his/her delegate will attempt through an informal discussion with the graduate student and graduate programme to resolve the issue.

If no agreement is reached through informal discussion, then both the graduate student and the graduate programme will each select a faculty member of the Faculty of Graduate Studies to serve on an appeal committee that will hear and decide on the appeal. A third faculty member for the appeal committee, who will serve as chair of the committee and is not from the graduate programme involved, will be appointed by the Dean of the Faculty of Graduate Studies.

The appeal committee will hold a meeting that will be a new proceeding. Only material that has been presented previously can be used at this time. The student will first present his/her side of the proceeding, to which the graduate programme may respond. The onus will be on the student to establish the facts and merits of his/her appeal. The student will be provided with an adequate opportunity to know the evidence and nature of the case against him or her before the hearing and to respond to it during the hearing in accordance with the Senate Appeals Committee advisory documents. The student will be responsible for assembling and distributing the documentation in support of his or her position, and presenting his/her appeal to the appeal committee.

–  –  –

Year End Evaluations The year-end evaluation is an important exercise in the Graduate Program in Psychology. It provides the Program with an opportunity to acknowledge good progress and performance and, where appropriate, to point out places where better progress and performance might be made. The evaluation may be used in determining the Program ranking of applications for internal scholarships, fellowships and other awards. It may also be used to aid in determining the level of support given to a continuing student from the G.A. budget. It is also essential in the CD area for our annual accreditation reports. Satisfactory progress in academic, clinical, and interpersonal areas is required by the program.

From students: A completed Progress Tracking Form which has been discussed with and signed by the supervisor should be submitted to the CD Area Secretary. It is strongly suggested that students leave a copy of this document with their supervisors, for use in completing their reports as described below. You don't need to provide a copy of your c.v. to the CD Area Secretary but must provide Graduate Office with a copy for your files. Students should keep a computer-file copy of the Progress Tracking Form on file and add to it every year.

From principal supervisors: A written report on each student they are supervising should be submitted to the CD Area Secretary (Deadline is usually in Mid-May). An assessment of the student's progress and, if in their opinion, progress has not been wholly satisfactory, some indication of the reasons and any intervention that they or the Director

might make in order to improve the student's performance. Also to be included:

. An estimate of date of completion of:

(i) Course requirements, (ii) Practicum/internship requirements, (iii) Minor Area paper, (iv) Dissertation or thesis (provide names of supervisory committee members) If these estimates have changed from those given in the previous year, then reasons for the change should be provided.

2. An assessment of the overall academic quality of the student's work and contribution.

3. Any concerns or recommendations.

From clinical supervisors: Clinical work is undertaken during M.A.2 (assessment courses), Ph.D.

1 (assessment practicum) and Ph.D. 2 (intervention practicum). The respective assessment and intervention course directors will provide a letter outlining the student’s clinical progress.

–  –  –

Clinical Developmental (CD) Area, York University Information on the Collection, Use, and Sharing of Students' Personal Information In accordance with the Personal Information Protection and Electronics Documents Act (PIPEDA), the University Privacy Policy, and in keeping with the spirit of the Personal Health Information and Protection of Privacy Act (PHIPPA), we in the CD Area want students to fully understand what information is collected, stored, disclosed, and shared about them, and for what reasons, within the CD Area and the Psychology Graduate Program.

Please note: This is not a legal document and is not official University policy, but is simply intended to help students be fully informed.

We abide by a number of general principles enshrined within various pieces of privacy

legislation and policy including:

only relevant information is collected, information is collected for particular reasons and is needed for those reasons information is "used" by the organization for particular purposes which includes certain limited sharing of information you have access to your information (with certain exceptions) your personal information is stored securely and kept confidential (again with certain exceptions).

Main Student Files (paper files)

The Graduate Program in Psychology maintains your official file. These files are kept securely in the Graduate Office while you are a student and for at least 7 years following graduation or withdrawal from the graduate program. The files include academic, financial, and professional training materials.

Academic & Financial:

all application materials including undergraduate transcripts, GREs and letters of recommendation letters confirming admission and acceptance to the program all course grade sheets submitted by course instructors all annual progress evaluation materials submitted by student (progress tracking form, CV) all annual progress feedback letters from the CD Area forms documenting advisory committee appointments and changes (MA, Minor Area Paper, and Dissertation) documentation regarding MA and PhD theses (proposal approval, submission to FGS/Ethics, schedule oral, revisions complete, etc.) petitions for any reason (extensions, exemptions to any FGS regulation, etc.) and associated documentation (letters of support, explanation, etc.) scholarship information CUPE hiring documents (which include personal and banking information) 77

any disciplinary documentation

Professional Practice-related:

Police check indicating no criminal record and clearance to work with vulnerable persons For each Practicum (Assessment Practicum, Intervention Practicum, Optional Third


practicum agreement form signed by external supervisor, student, and DCT and/or practicum course director record of practicum activities and hours interim and final evaluations of the student's practicum work by practicum site supervisors grade for practicum work (by course director of practicum courses, by DCT for other practica) any other relevant materials concerning the students performance while on practicum and clinical competence For Internship internship agreement form signed by external supervisor, student, and DCT internship evaluations (for each rotation or interim and final) any other relevant materials concerning the students performance while on internship and clinical competence Any letters or emails documenting any concern regarding the student's personal/professional competence.

In addition the following electronic files are maintained by the Graduate Office or by FGS:

a cumulative record of course registrations and marks a spreadsheet of all scholarships and awards a spreadsheet of summarizing all students’ progress Purpose and Accessibility. Student files, both hard copy and electronic versions, are accessible to the Graduate Program staff, the Director of Clinical Training, and the student's supervisor. They need access to this information to administer the program, ensure your progress in the program, summarize your accomplishments for year-end evaluations, scholarship ratings, prize nominations, and so on. In addition, the DCT is required to review your entire file prior to signing off on your AAPI application for Internship. You (or a duly appointed representative of yours) can have access to your file, with certain exceptions (e.g., letters of reference, items including another student’s name, etc.), by making a request to the GPD or Graduate program staff.

–  –  –

Any concerns or complaints about the collection, storage and use of students’ private information may be directed to the Graduate Program Director. All concerns will be discussed with the complainant and investigated thoroughly.

CD Area Specific Information Sharing Practices There is another set of files kept by the administrative support person for the DCT of the CD Area. These include copies of some of the documents (e.g., progress tracking forms, end-ofyear letters) in the "official" files in the Graduate Office and some CD-specific forms and


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