Center for Women’s Ministries, Inc. ®

Center Director Manual

CWM Counseling Volunteer Supervisory Session (CVSS)

Note – The importance of the tenets of confidentiality maintained by all CWM education and training material is assumed if not written.

Supervision Involves:

Supervision is regularly scheduled group or individual meetings with the CD and/or counseling volunteer supervisor (CVS) and those counseling volunteers (CVs) who are currently seeing clients or leading support groups. The purpose of CVSS is to evaluate, protect, manage and enhance:

  • The quality of counseling provided at the center
  • The CV’s skills and her spiritual and personal growth
  • Resolution of any problems that may arise related to the counseling being provided

Participants Include:

For each center, the CD/CVS, all CVs who are seeing clients and group facilitators are strongly encouraged to participate in counseling volunteer supervisorysessions (CVSS). Those volunteers who have completed BPCT but are not seeing clients currently may attend the CVSS at the discretion of the CD. CVSS may not be held without the presence of the CD/CVS.

Purpose of CVSS:

The purpose of the CWM CVSS is to:

  • Improve the quality of services provided to clients
  • Provide the CV with positive and encouraging feedback through peer review in a confidential manner both personally and in regards to client issues
  • Help new CVs by providing an opportunity to observe experienced CV techniques
  • Provide a means of growth and accountability
  • Confirm that standards of conduct and protocol set forth in BPCT are being practiced
  • Protect the local center and CWM from liability by maintaining standards of conduct and protocol as set forth in the CWM administrative manuals.

Frequency of CVSS:

The CD/CVS will provide regularly scheduled (bi-weekly, monthly or quarterly) CVSS for all volunteers who are counseling or facilitating groups depending on the number and availability of CVs who desire peer review(PR) on a client. CVSS should be no longer than two hours in length. All volunteers who counsel or lead groups are strongly encouraged to attend scheduled sessions.

ROLES AND RESPONSIBILITIES

CD/CVS’s Role in CVSS:

In keeping with all CWM training, the CD/CVS is responsible first for the welfare of the client, then the CV, and finally the CWM organization. It is the responsibility of the CD/CVS to:

  1. Collect and review a brief written summary of the CV’s client situation and what specific things she would like PR on. This is done prior to the CVSS meeting. The CD/CVS will then review each case and get any further clarification needed from the CV before the CVSS group.

The CD/CVS should address the following questions with the CV prior to the CVSS and share the necessary information to provide some clarity for those volunteers giving input.

  • What is the client’s goal(s) in coming to counseling?
  • How realistic is the goal(s)
  • What has the CV tried already with this client?
  • What does the CV think the client needs the most?
  • What is the CV’s plan for the client?
  • Where does the CV feel stuck with this client?
  • Is the CV having any personal issues with this client? If so, what?

Examples might be:

  • I am being triggered from my own experience
  • I’m afraid the client is becoming too dependent on me
  • The client’s responses to me seem hostile, and I’m wondering if I might remind her of someone she has issues with. (transference)
  • This client reminds me too much of a relative I have unresolved issues with (counter-transference)
  • I am connecting with this client too well, and am struggling to maintain the counselor – client relationship
  • The client is not responding to anything we have done, and I find myself getting frustrated in session

To provide an added measure of confidentiality, the CD/CVS will present the client case during the CVSS. No names of clients or specific information that could expose the client’s identity may be used. If a CV is seeking input on more than one client, then refer to them as Client A and B. It is the CD/CVS’s and the CV’s responsibility to ensure that confidentiality is not breached during CVSS. It is also the CD/CVS’s responsibility to remind the CVs that all information shared in the CVSS is confidential and may not be discussed outside of the meeting. If further input is needed, the CV should meet with the CD/CVS at a later time.

Note: CVSS are not about solving all the client’s issues, but they are about exploring certain options, suggesting books, or offering questions the CV might use in moving her client along in the healing process.

  1. Monitor and acknowledge when a CV acts in an appropriate or exemplary manner. Good leadership points out when a CV uses a creative or effective way to help a client resolve an issue. This allows for learning, encouraging and building community among CVs.
  1. Monitor and address any inappropriate or questionable CV behavior revealed during CVSS. If a CV’s actions present a problem or put a client at risk in any way, the CD should take action without embarrassing the CV. A specific time should be set after the CVSS with the CV to address concerns. For example, if a CD learns a CV is:
  • Acting inappropriately during a session
  • Romantically involved with a client
  • Socializing with a client outside of sessions
  • Ignoring or fails to report suicidal, homicidal or abuse signs of a client or others

The CD should take appropriate action as necessary, such as:

  • Address the situation with the CV in some appropriate manner consistent with CWM training
  • Sit in on a counseling session and calmly correct the situation (Notify client ahead of time that the CD will be present)
  • Re-assign the client to another CV if the situation cannot be resolved
  • Consider removal of the CV from her duties at the center if there are ongoing issues of insubordination

The CD is encouraged to consult with her regional director (RD) if further assistance is needed in resolving the situation, and if a satisfactory conclusion cannot be found, the CD should contact HQ.

  1. Maintain an awareness of her style of supervision, seeking to improve where necessary. During supervision, it is helpful to maintain an awareness of the tendency toward control or authority rather than suggestion and encouragement.
  1. Stay current on techniques, theories, and continuing education. Supervisors should be aware of when a CV has:
  • Become stuck with a particular client or situation
  • Overly-identified with a client and needs further counseling herself
  • Biases that are getting in the way of objective counseling
  • Given advice or is leading a client rather than helping them come to conclusions and decisions on their own
  • Brought harm to a client intentionally or unintentionally (i.e. failing to see signs of suicide, homicide, abuse or any other harm to self or others), or
  • Placed a client at risk in any way
  1. The CD/CVS oversees all aspects of CVSS. It is her role to:
  • Answer questions
  • Offer suggestions or explanations
  • Facilitate peer review and feedback time from other CVs
  • Facilitate role-playing of different possibilities if necessary
  • Examine possible CV oversights
  • Explore alternative techniques
  • Project possible outcomes
  • Discuss the nature, effectiveness and interactions between CVs and clients
  • Address any problems between CVs, client, staff or CD
  • Ensure all CWM policies are being followed, and no risky moral or ethical situations are developing
  • Maintain strict confidentiality during discussion of client/CV situations
  1. Set and respect the logistical boundaries for the CVSS :
  • Begin and end sessions on time
  • Stay on schedule during sessions, allowing sufficient time to present each case
  • Keep the focus of discussion on the client or the CV’s personal need being addressed
  • Schedule individual supervision sessions with each CV to discuss strengths and individual development

CV’s Role in CVSS:

Before a client case can be shared in the CVSS, the client must sign the Intra-Agency Client Confidentiality Policy Form (Procedures Manual/Appendix 10) giving the CV permission to share details of the client’s situation with other CVs in a confidential manner. Prior to the CVSS meeting, each CV who wishes to share a client case must submit a brief summary to the CD/CVS, of the client situation along with specific things she would like PR on, being careful to observe the confidentiality of the client. The CV is also responsible to:

  1. Maintain an awareness of her own strengths and weaknesses as a CV.
  1. Set for herself goals as a counseling volunteer and meet with the CD for discussion and feedback as needed.
  1. Continually work to maintain four common objectives as a CV:
  • Self-Confidence – to increase in knowledge and proficiency as a counselor
  • Self-Awareness – to be able to recognize and seek help when:

- A CV’s own issues are triggered - A CV may be attaching to a client or a case in an unhealthy manner - A client is attaching to a CV in an unhealthy manner

  • Self-Motivation – to maintain awareness of her inner motive for helping others. This will help the CV to avoid burn-out, frustration, self-importance, and other unhealthy motives
  • Spiritual Growth – to continue to develop spiritual maturity

4. Should circumstances arise where the CV feels her personal life or relationship with God is no longer vibrant, it is the CV’s responsibility to talk with the CD and determine what actions should be taken (e.g., take a sabbatical, find a counselor, reduce commitments, other).

5. Monitor issues, situations, feelings, or stuck places with her client, or personally, and note these as probable cause for discussion in CVSS or with the CD/CVS.

6. Attend regularly scheduled CVSSs; come prepared to participate and offer feedback to other CVs.

Format for CVSS:

  1. Opening : FLIP Format(Feelings, Load, Intention, Presentation)
  2. Peer Review
  3. Feedback (optional depending on time)
  4. Prayer

CVs and the CD/CVS gather in a comfortable setting at the scheduled time, bringing with them any presentation notes necessary. Take care to observe confidentiality when carrying any files or client notes. CVSS should not go beyond two hours. CVs are asked to stay for all the case presentations so that CVs may receive adequate PR. (Exceptions will be made for work schedules, emergencies, etc.)

  1. Opening: (This is good to do, but if time is limited, Feelings, Load, and Intention can be omitted and go directly to Presentation.) After opening in prayer, it is helpful to begin with a brief personal check-in. Beginning with the CD/CVS and going around the room, each CV very briefly goes through the following FLIP format answering in one or two sentences per question except for the last letter P. This is when the CD/CVS will begin sharing those cases CVs have previously submitted for PR.

FLIP: Brief Personal Check-in FLIP Format

F – Give one or two words that describe how you are FEELING this week personally and as a CV. (Ex: Personally, I am joyful and as a CV, I am feeling a little fearful.) L– What is your current case LOAD?

(How many clients are you seeing right now, and is that working for you?)

I – Which of the four common goals (Self-confidence, Self-awareness, Self- motivation, Spiritual Growth) do you need to be most INTENTIONAL about?

P –Presentation of case. After each CV has shared her responses to F, L and I, then the CD/CVS will share those cases CVs have submitted PR for. The CD/CVS should allow the same amount of time for each case presentation and PR. (Note: Be sure to include time for FLIP, Feedback and Prayer in planning how much time each case will receive.)

Ex: If the meeting is scheduled for two hours and there are four cases to present, then the CD/CVS will realistically have approximately 15 minutes to present each case and get PR. The remaining time would be used for FLIP, Feedback and Prayer.

If a CV has more than one client she would like PR for, it may be necessary for the CD/CVS to share only one of her client cases at a time so that all CVs get PR for at least one of their clients.

In presenting a client case,the CD/CVS may share something like this:

Case 1: “A CV has been seeing a divorced single mom for about two months. She has two middle school-aged boys who are with their father about half the time. There doesn’t seem to be much cooperation between the parents in areas of discipline, and she feels their dad allows them to be exposed to movies and TV shows that are inappropriate for their ages. She has mentioned it to their father, but he has the opinion that when their sons are with him, he can raise them as he sees fit, because they are his sons too. She has noticed that when she brings up the subject with her boys, they become defensive and think she is over-protective of them. She’s afraid of losing her influence over them and that they may pull away from her and become angry.

The CV needs some input on how to address the mother’s concerns with both her boys and their father.”

2.Peer Review: The CD/CVS should have addressed the following questions with the CV prior to the CVSS (see page 2:1) and can then share information to provide some clarity for those volunteers giving input.

  • What is the client’s goal(s) in coming to counseling?
  • How realistic is the goal(s)
  • What has the CV tried already with this client?
  • What does the CV think the client needs the most?
  • What is the CV’s plan for the client?
  • Where does the CV feel stuck with this client?
  • Is the CV having any personal issues with this client? If so, what?

After presenting the case, the CD/CVS should open the discussion first to those CVs who have dealt with a similar client or have been in that situation themselves for PR input.

Other helpful PR would include discussing other possible aspects of the case that have not yet been presented by the client (i.e., the father may have a history of pornography known only to the mother, etc.) Suggestions, insights or precautions may be shared. Perhaps some reading may be recommended for the CV, or she may be on track and need to just keep at her process for a couple weeks and see how the client progresses.

The CD should hold her comments until after other CVs have had a chance to respond.

This same process goes on until all cases selected for PR have been shared by the CD/CVS.

NOTE – PR is NOT about forming an “evaluation” of the client. It is to explore options and questions the CV may have not thought about or tried.

3. Feedback:(This is good to do, but if time is limited, it can be omitted.) Feedback is simply one or two sentences intended to encourage each CV. During this phase of the meeting, it is good to go around the room and each person chooses one or two people she would like to give feedback to. Feedback can be about something you noticed or heard during presentations or PR that the CV did well. For example, the first person may say something like,

“I have feedback on case #1: “I liked how you immediately thought to ask the client if she had a history of depression. I wouldn’t have thought of that.” or

“In case #2, I thought it took a lot of courage for the CV to challenge her client about first saying she wasn’t angry, but later saying she slammed the door on her way out. I have a client who contradicts herself a lot. Now I know how to approach that.” or

“Susan, I really appreciate the input you gave in case #2 regarding anger issues. I believe your suggestion may help my client who has a similar issue.”

4. Closing: After feedback is concluded, the CD/CVS may offer final remarks, remind the group of the next CVSS, make any other announcements and then close the CVSS in prayer. Be sure to allow enough time to pray for the CVs and clients mentioned.

Other Approaches to CVSS:

The CVSS is not confined to just sharing client cases for PR. They could also be mini-training sessions where the CD/CVS focuses on self- care for the CV or another topic relevant to counseling. For example:

  • The CD/CVS chooses a topic relevant to the CV or client. During the CVSS, CVs discuss how that subject may impact the CV both personally and as a CV as well as a client. For example, the CV/CVS or other professional may share pertinent information on the topic of stress and its impact on a person physically, emotionally, relationally or spiritually. This could be followed by a series of questions for the CVs to discuss such as:
  • How do I handle stress personally?
  • How does stress impact me emotionally, physically, relationally and spiritually?
  • How does stress impact my role as a CV? The client?
  • How might I handle stress in a productive way that benefits both myself and the client?

Other suggestions for enhancing the CVSS might include:

  • Share a devotional, short training or recommending a resource
  • Share a meal/snack during the meeting

When presenting client cases, be sure sufficient time and attention have been given before adding any of the above variations. The clients are our priority, and the reason we strive to become excellent in all that we do.