Guides for Acpe Programs

APPENDIX 7

GUIDES FOR ACPE PROGRAMS

The following guides are providedto give centers and supervisors insights about developing certain aspects of CPE programs. These guides are not meant to be prescriptive but rather are provided to assist in centers’ development of context- specific material.

7 A Guide to Developing Center Policies and Procedures

7 B Guide for Student Records

7 C Guide for Admission Interviews

7 D Guide for Evaluation of Students’ CPE Experience

7 E Guide for Policy onACPE Accreditation Records

APPENDIX 7 A

GUIDE TODEVELOPING CENTER POLICIES AND PROCEDURES

ACPEStandardsrequirecenterstodevelopcertainpoliciesandproceduresandtoinformstudentsofthe policiesandprocedures.Policiesandproceduresassistbothcentersandstudentsin understandingtheways inwhichtheyfunction.Ifthefulltextofall policiesandproceduresarenotincludedin thehandbook,theymustbesummarizedinthecenter’sstudenthandbook,withthefulltextmadeavailabletostudentsonsite.

CentersmayincludepoliciesandproceduresthatgobeyondtheexpectationsoftheACPEStandards

2010 Interim Revisions February 2015,butthepoliciesandproceduresofanAccreditedMemberCentermustinclude:

•AccesstoACPEstandardsandcommissions’manuals(Standard303.7),

•Accesstolibrary,otherresources(Standard303.6),

•Admissions(Standard304.1),

•Agreementfortraining(Standard304.9),

•Complaints(Standard304.3),

•Completionofunitinprogressifsupervisorunabletocontinue(Standard304.10),

•Consultation(Standard304.5),

•Discipline,dismissalandwithdrawal(Standard304.6),

•EthicalconductforstudentsconsistentwithACPEstandards(Standard304.7),

•Maintenanceofstudentrecords(Standard304.4),

•Supervisor’sevaluation(Standard308.8.1),

•Financial-fees,benefits,etc.(304.2),and

•Students’rightsandresponsibilities(304.8).

Policyandproceduredevelopmentvariesfromcentertocenter.Somecentersmayberequiredtousea formatasdevelopedby aninstitutionorgovernanceboard.However,ifa formatisnotavailable,the followingisarecommendedformatfordevelopingpoliciesand/orprocedures.

1. Purposeofpolicyand/orprocedure:whypolicy/procedureexistsorwhatit isintendedto accomplish,andcitingapplicableACPEstandard.

2. Policy/procedure:statementofthepolicy/procedure,i.e.requirementsofstudentorcenter.

3. Procedure:procedure/stepstofollowin implementingthepolicy.

4. Definitionsofkeytermsastheyapplytothecenterandthepolicy/procedure.

APPENDIX 7 B

GUIDE FOR STUDENT RECORDS ACPE Standard 304.4

TheFamilyEducationRightsandPrivacyAct (FERPA)appliestoall ACPECPEprograms. FERPAaddressesprivacynotconfidentialityissues.Thismeansstudentsowntheinformation aboutthemandmustknowwhatisbeingcollectedandhowit is beingused.Theirinformation cannotbesharedwithouttheirwrittenpermission.EachCPEcentermustpublicizeAnnualNotice (seebelow)ofits protocolsforproperhandlingofstudentrecords.Usethefollowingguidelines for implementationofprotocolsandtherequiredAnnualNotice.

Guidelines:Astudentrecordis:(1)anyrecord(paper,electronic,video,audio,biometric etc.) directlyrelatedtothestudentfromwhichthestudent’sidentitycanberecognized;and (2)maintainedbytheeducationprogram/institutionorapersonactingfortheinstitution. Note:

•Applicationmaterialsofstudentsadmitted, matriculated and completing orientationarepartofthestudentrecord and must be kept for ten years. At the ten year review, site visitors will reconcile the report of student units with the face sheets.

•Applicationmaterialsforothersaresubjecttoparticularstate privacylawsfortheir retention,useanddestruction.Ifnoapplicablelawsexist,thecentercreates,publicizes, andfollowsitsownprotocol.

DirectoryInformationisstudentinformationnotgenerallyconsideredharmfuloran invasionofprivacyifreleased.Note:

•EachCenterdefinesdirectoryinformationthatwillbereleasedwithoutspecificconsent unlessa student“optsout.”

•Commondirectoryinformationincludes:name,address,email,telephone,dateofbirth, religion,previouseducation,andphotograph.All otherinformationisreleasedonlywith thestudent’swritten,signed,datedconsentspecifyingwhichrecordsarebeingdisclosed, towhom,andforwhatlimitedpurpose.

•Beforereleasinginformation,studentsmusthavereceivedtheAnnualNotice.

•Currentstudentscanrestrictdirectoryinformationand/orrecordaccessat anytime duringattendance.Restrictionsmustbe honoredevenafterthestudent’sdeparture. Formerstudentscannotinitiatenewrestrictionsafterdeparture.

Subjecttonotification,thestudent’sname,address,denominationandunitofCPEsuccessfully completedwillbesenttotheACPEofficeonthestudentunitreportatthe completion of each unit of CPE.

ACPErequiresthattheCPEstudentrecordincludethefacesheetwithdirectoryinformation,the

CPEsupervisor’sevaluationreportandthestudent’sownevaluationreport,ifsubmitted.

•AcopyoftheCPEsupervisor’sevaluationreportwillbegivento thestudent.The

studentwillbeinformedthatthecenterwillkeepthisevaluationfora specifiedperiodof time,andit willnotbeavailabletoanyoneelseexceptwithwrittenpermissionfromthe student.Ifthestudent’sownevaluationisincluded,itwillbekeptwiththesupervisor’s subjecttothesameprovisions.(Note“Exceptions”below)

APPENDIX 7 B cont’d

•Studentsareresponsibleformaintainingtheirownfilesforfutureuse.Thecenterwillnot keepa permanentfile orevaluationreports(SeeAnnualNotice forcenter’sparticular protocol).Studentswillbeinformedat thetime copiesaregiventothemthatit istheir responsibilitytokeepcopiesforfutureuse.

•CPEstudentsareexpectedtogivewrittenconsentforcopiesofthesupervisor’s evaluationreports(andtheirownifapplicable)tobesenttotheirtheologicalschool.

•SupervisoryNotes:TheCPESupervisormaykeepprocessnotesona student.These processnotesarefortheexclusiveuseofthewriterandarenotconsidereda partofthe student’srecord.Theyshouldbekeptseparatelyfromthestudentrecord.

Exceptions:Certainexceptionsconcerningthereleaseofinformationexisttoprotectthehealthor safetyofthestudentorothers,andforthepurposeof accreditationorcomplaintreview,oras requiredforlegalprocesses.Beforereleasingmaterialinanyofthesecircumstances,consultwith theACPEExecutiveDirectororAssociateDirector.

RecordsManagement:Centersmusthavewrittenprotocolsforstudentrecordretentionand destruction(howlongrecordsarekept,where,custodian;howdestroyed)andforstudentreview ofrecords.Protocolsmustbefollowedconsistently.

•WhenanACPEprogramcloses,thecenter supervisor or appointed designeesecures all studentrecordsoftheclosedprogram and ships the records to ACPE, c/o Accreditation.

•Thecentershallkeepstudentrecordsforat least tenyears.Theserecordsshallnotbe opentoanyoneoutsidetheCPEcenterexceptwiththestudent’swrittenrequest.(Note “Exceptions”above).Aftertenyears,thecentermaydestroythestudentrecordexcept fora facesheetwithidentificationinformation.

•Healthrecords(mentalandphysical)mustbekeptinlocked,limitedaccessfilesseparate fromotherstudentrecords.Theiruseandreleaseis alsosubjecttoADAandHIPPA. Certainsafetyandemploymentrecordsarealsosubjecttootherfederalregulationsand state lawsandarekeptseparately.

•Materialwrittenby students,suchasverbatimsandcasehistoriesthatcontain informationaboutotherpersons,includingotherstudents,willeitherbedestroyedor,if theyarepartofthestudent’srecord,willhavetheidentifiableinformationabout everyoneotherthanthestudentredacted.

•FERPArequiresstudentsbeabletoreviewtheirrecordwithin45daysofstudent’s

request(maybeless).Recordinspectioncannotbedeniedbasedonthestudent’sinability tocometothesite oroutstandingfinancialobligations.Inthelatter case,acentercan

noteonthecopysent,“notavailableforofficialuse.”Whena studentrecordcontains identifiersofanotherstudent,thosemustberedacted.TheAnnualNotice detailsrecords maintenanceprotocolsandshouldincludewhether/howstudentsmaycopytheirrecords.

AnnualNotice:AnnualNoticemustbepublishedannuallypriortoprogramstartandappearinthe studentandcenterhandbooksinadditiontoothersourcesat thecenter’sdiscretion.Itcontains*:

APPENDIX 7 B cont’d

I.ThisACPECPEcenter/programguaranteestoitsstudentstherightstoinspectand revieweducationrecords,toseektoamendthem,tospecifiedcontroloverreleaseofrecord information,andtofile acomplaintagainsttheprogramforallegedviolationsofthese FamilyEducationandPrivacyAct(FERPA)rights.

II.Whatconstitutesdirectoryinformationat thatcenterandhowtooptout; III.Thedefinitionofstudentrecords;

IV.Detailsofthecenter’srecord’smanagementprotocols.Include:

Astudenthastherighttoobjecttorecordcontent.Ifnotnegotiable,thewrittenobjection will bekeptwithandreleasedwiththerecord.Gradesareexemptedfromthisright.

V.Definewithinthecenterwhoconstitutesan“educationofficial”andwhatconstitutes“a legitimateeducationinterest.”Withinthecenter,thesepeoplemayhaveaccessto studentrecords withoutstudentconsent;

VI.ViolationsoftheseprotocolsmaybereportedtotheChairoftheAccreditation

Commissionat:ACPE,One West Court Square, Suite 325,Decatur,GA30030.

*Itemsinboldthroughoutthisdocumentmustappearin theAnnualNotice asstatedhere.

PersonsSeekingCertificationasaCPESupervisor:Students must give written permission to the use of their clinical material and recorded and/or live observation media pertinent to the supervisor’s process toward certification as an ACPE Supervisor by signing Appendix 5 Consent Form, ACPE 2010 Certification Manual Interim Revisions February 2015. Note: Only the Appendix 5 Consent Form is acceptable for obtaining students’ written permission to use personally identifiable material. Students being accepted into a unit of CPE are to review and sign the Appendix 5 Consent Formprior to formal admission to a Clinical Pastoral Education Program or a unit of CPE Level I/Level II supervised by a Supervisory Candidate or Associate Supervisor. See ACPE 2010 Certification Manual Interim Revisions February 2015, Part Two, I.E. General Certification Policies.

•Followingtheactionofa regionalcertificationcommitteeortheCertification Commission, andwhenthetime limit forappealhaslapsed,all materialssubmittedabout studentswillbedestroyed.

•AregionalcertificationcommitteeandtheCertificationCommissionmaykeeponfile a facesheetofthepersonseekingcertification,copiesofthePresenters'Reports,and copiesofall ActionReportsonthepersonseekingcertification.Othermaterialsshould bereturnedtothepersonseekingcertification.

•ACPEmaykeeponfile a copyofthefacesheetandregionalcertificationcommittee ActionReports,copiesofall CertificationCommissionPresenters'Reports,andcopiesof all CertificationCommissionActionReports.

Research:Ifinformationinstudentrecordsorina CPEsupervisor’srecordsisconsideredof researchvalue,anda CPEcenterorACPEdesirestocollect andusesuchmaterialforresearch,a releaseformshallbemadeavailablefortheperson'ssignature.Nopersonallyidentifiablematerial willbeusedforresearchwithouttheperson'swrittenpermissionforits use.

APPENDIX 7 C

GUIDE FOR ADMISSIONS INTERVIEWS ACPE Standard 307.2

TheinterviewforadmissiontoCPEprovidesanopportunityfora qualifiedinterviewertomeetwiththe applicanttodiscusstheapplication,toprovideinformationandanswerquestions,to dynamicallyengage theapplicantasa personandlearner,toassesstheapplicant'sreadinessforCPE,andtodiscussthe selectionofparticularcenterssuitabletotheeducationalgoalsoftheapplicant.Eachcentermayhaveits ownprocessofinterviewingapplicants.Thisguideprovidesinsightintoprocessesthathavebeenusedby manycenters.

I.TheInterviewProcess

Theinterviewer:

•reviewsthecompletedapplicationpriortotheadmissioninterview.

•conductstheinterviewwithsufficienttime andobjectivityto permittheinterviewerandthe applicanttodiscussconcernsandquestionsrelevanttotheapplicant'sinvolvementinCPE.

•iftheinterviewisconductedforanothercenter,preparesa writtenreportandmakesit availabletotheapplicantat theapplicant’srequest;thereport:

√identifiesthenameandaddressoftheapplicant;thename,address,position,and telephonenumberoftheinterviewer;thedateoftheinterview,andthedateofthereport.

√iscompletedwithin14daysoftheinterview.

√isconfidentialandisnotsharedwithanyoneexceptuponthestudent’swrittenrequest.

√supplementsandclarifies,ratherthanduplicatesmaterialintheapplication.

√distinguishesbetweenthefactualinformationandtheinterviewer’sobservations, conclusions,interpretations,andrecommendations.

√invitestheapplicanttoseekclarification,makea writtenresponse,orrequesta new interviewwithanotherinterviewer.

•informsapplicantsthattheyareresponsibleforsharingthereportwiththecentertowhich theyhaveapplied.Ifthereportissubmittedbytheinterviewertoothersit shouldbeonly uponthewrittenrequestoftheapplicant.

•giveswrittenandverbalfeedbacktotheapplicantwithpastoraldiscretionsincenocontract foranon-goingrelationshipnecessarilyexistsbetweentheinterviewerandapplicant.

Supervisory Candidates and Associate Supervisors will inform a CPE student in the initial interview(s) and any follow-up interview(s) that the CPE students’ clinical materials and recorded and/or live observation media will be used from the unit that are pertinent to the supervisors’ process toward certification as an ACPE Supervisor.

APPENDIX 7C cont’d

If CPE students indicate they are not okay with this during the interview(s), then they will be informed during the interview(s) of other CPE groups either in the Learning Center and/or in the greater area to which they could apply that are not supervised by Supervisory Candidates or Associate Supervisors.

II.ContentoftheReport Thereportshouldaddress:

•descriptionoftheapplicant–descriptionoftheapplicant’saffectandbehaviorasobserved by theinterviewerduringtheinterview;

•familybackgroundandreligioushistory–significantinformationnotcoveredinthe application;

•educationalreadinessinthejudgmentoftheinterviewer,suchastheapplicant'smotivation, opennesstolearning,learningstyle,educationalissues,understandingofprocesseducation, educationalgoals,andexpectationsofCPE;

•personalqualities,suchastheapplicant'sabilitytorelate topeople,opennessinsharing feelings,sensitivity,andlevelof maturityasperceivedby theinterviewer.

•previousCPEorpastoralexperience–anevaluativedescriptionoftheexperienceandareas identifiedforcontinueddevelopment;

•practicalconcerns,suchasfinancialresourcestoparticipateintheprogram,physicalability toparticipateintheprogramwithorwithoutreasonableaccommodations,anyhousingand transportationconcernsthatwouldaffectprogramparticipation,andtheimpactCPEwill haveonfamily,churchandcommunityrelationshipsinthejudgmentoftheapplicant;and

•recommendationsoftheinterviewer–readinessforCPE,typeofcenterrecommended,and specificeducationalissuesandareasnotedinanticipationoftheCPEexperience.

III.QualifiedInterviewersofApplicantsforCPE

•CPEsupervisorsor

•Otherpersonsmeetingthefollowingcriteria:

√knowledgeableaboutcurrentACPEstandards,procedures,practices,andobjectives.

√objectiveastotheinterestsoftheapplicant,church,seminary,center,andCPE.

√abletorecognizethosequalitiesofwellbeing,personalityandfaiththatwillenablean applicanttodevelopinCPE.

√abletodynamicallyengagetheapplicantandassessreadinessforCPE.

√abletoassesstheapplicant'spotentialtobenefitfromCPEinthecenter(s)towhich applicationis beingmade.

APPENDIX 7 D

GUIDE FOR EVALUATION OF STUDENTS' CPE EXPERIENCE ACPE Standard 308.8

I.Purpose

TheACPEStandardsrequireanevaluationofthestudent'sCPEexperienceby thesupervisorand by thestudent.Evaluationisa partofprocesseducationandmaytakevariousforms,beconducted witha varietyofpersons,occurat manyandvariedtimes,andserveseveralpurposes.

II.Thefocioftheevaluationexperienceare:

•thestudent'sindividualizedcontractandlearninggoals.

•learningissuesthathaveemergedintheCPEexperience.

•theobjectivesand/oroutcomesoftheCPEprogram--CPE(LevelI/LevelII)or

SupervisoryCPE.

III.Thesupervisor'sfinalwrittenevaluationofthestudent'sCPEexperienceshould:

•identifythestudent,supervisor,center,programofCPE,dateofunit,andpreparerof thedocument.

•beofprofessionalqualitybothinclarityofthoughtandstyleofpreparationand presentation.

•betimelyinrespecttotheevaluationexperiencesbeingsummarizedandalsotothe availabilityofthedocumentforfutureuse; madeavailabletothestudentwithin45 calendardaysoftheendoftheunit.

•respecttheconfidentialityofthestudent,peersandpersonstowhomthestudent ministered.

•neverbegiventoanyonewithoutthewrittenpermissionanddirectionofthestudent, exceptasnotedinAppendix7BGuideforStudentRecords.

•besignedanddatedby thesupervisorandthestudent. Studentsmayattachanaddendumtothesupervisor’sevaluation.

IV.Thestudent’sevaluationoftheunitofCPE

•maybecompletedusingtheformSampleCPEProgramEvaluation,Appendix6.

However,studentsmayusea formdesignatedby thesupervisororcenter.*

*Note:StudentsinsupervisoryeducationarerequiredtohavestudentscompletetheCPE ProgramEvaluationformfoundintheACPE 2010 Certification Manual Interim Revisions February 2015Appendix4.

APPENDIX 7 E

GUIDE FOR POLICY ON ACPEACCREDITATION RECORDS

TheACPEAccreditationCommissionmaintainsmembercenterfilesaccordingtothe requirementsoftheU.S.DepartmentofEducation.

1.TheCommissionmaintainsa permanentrecordof:

•all pre-accreditation(centersseekingCandidacy)decisions.

•all accreditationdecisions,includingalladverseactions.

2.TheCommissionmaintainsaccreditationrecords:

•fortwoaccreditationreviewcycles.Anaccreditationreviewcycleisfiveyears;

membercenterscompletetwoaccreditationreviewcycleseverytenyears.

•recordsrelatedtoa center’sCandidacy statusfortenyearsfollowingthegrantof

AccreditedMemberstatus.

3.Materialsmaintainedinamembercenter’sfilesare:

•selfstudyorfeasibilitystudy(selfstudyincludesannualcenterreports).

•SiteVisitReportsIandII(forTenYearReviewandsite visits,ifany,requiredby

Commissionbetweenreviewcycles).

•centerresponsetoSiteVisitReportI.

•recordofanyregionalaccreditationcommitteeactionwiththecenter,including:

oreportsofconsultationsand/orsite visits,and

ocorrespondencerelatedtothecenter’saccreditation.

•Commissionpresenter’sreport.

•reportofCommissionaction.

•regionalreviewer’sreportforFiveYearReview.

•regionalcommitteerecommendationforFiveYearReview.

•CommissionactiononFiveYearReview.

•centerresponsetonotation(s)and/oranyadverseactionimposedbyCommission.

•presenter’sreportfornotations.

•reportofCommissionactionstoremovenotationsoradverseactions.

substantive change decisions and associated significant correspondence.